Main Tab

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Use this tab to create and maintain inventory items. You enter general information about the item into the Main form, and item balances are also displayed on this form.

Code

Enter or select a unique code, of up to 20 alphanumeric characters. If the IN Module Control option to automatically generate codes is selected for inventory items, you can leave this field empty when you are creating a new item, and Greentree will allocate an item code using the parameters defined in Inventory Module Control.

Description

Enter or select a description for the item, of up to 90 alphanumeric characters

No single word (or string) within the description can be more than 30 characters long.

Analysis code

Select the analysis code to be applied to the inventory item. These codes are used for grouping items into categories for reporting, and for calculating the selling price of an item. See for more information about how to set up analysis codes, and why they are used.

If an analysis code is specified in Module Control - Defaults, it defaults to all new items.

Decimal item unit

This is the number of decimal places that are applied when the quantity on hand is calculated. Once an item has inventory on hand, you cannot change it.

The decimal item unit defaults to all new items from Module Control - Defaults.

Job activity code

If the Job Cost module is in use, you can select a default JC Activity Code for the item. This is taken from Inventory Module Control if one is assigned. When the item is issued during a job cost transaction, this is the activity code that defaults to the transaction. You cannot select an item while entering a job issue transaction, unless a default activity code is assigned to the item here.

Type

The inventory type is used to specify whether the item is serial or lot controlled or not. This is enabled if the Serial/Lot Control sub-module is in use and the IN Control option Use Serial/Lot Tracking is selected. The type cannot be changed once transactions have been entered for the inventory item. You can select from one of three types:

• Lot Number
• Serial Number
• Not Serial/Lot Item

 If the item has a Lot Number or Serial Number type assigned, additional fields will display, to indicate what the format and length of the lot/serial number will be for the item.

The default format and length of serial/lot items is specified in Module Control - Serial/Lot Details. These defaults here. The format (alphanumeric or numeric) always be read-only, but the length can be overridden for individual items if the Variable Serial/Lot Numbers option is selected in Module Control (otherwise it cannot be changed). If an item is defined as being serial or lot controlled, all transactions for those items must have serial/lot numbers allocated to them.

Format/Length

These fields display if the item is serial/lot controlled (specified by Type). Values will default to these fields using the assignments made in IN Control - Serial/Lot Details. Fields can only be edited if no transactions have occurred for the item, otherwise they are read-only.

Track dimensions

Select this option to enable the function to enter dimensions for the item during transaction entry, and track balances by dimension. The option is available if the Dimension Tracking sub module is enabled.

If the IN Control option Default tracking to new items is selected, the option defaults to true for all new items. Once transactions have processed for a dimension-tracked item, the option will become read-only, however the option can be deselected where no transactions exist. You must first remove any assigned dimensions using the Assign Item Dimensions form.

Kitsets exist

If the Kitset sub-module is in use, this displays a tick if a kitset is set up for this inventory item using Kitset Maintenance.

Hold in inventory

If the item has a kitset defined, this field displays to indicate whether the kitset option Hold parent in inventory is selected or false for the kitset parent. The option can be changed also.

Unit weight

Enter the weight of the inventory item in kilograms. If the Import Costing module is in use, the weight can be used to apportion additional charges across a shipment. If the Volume/Unit Conversions module is in use, and you are using variable dimension function, the weight entered is used to estimate the total weight for a sale transaction.

Unit volume

Enter the volume of the inventory item in cubic meters. If the Import Costing is in use, the volume can be used to apportion additional charges across a shipment.

Stocking unit

This is the unit of measure that the item will be maintained in. The unit of measure cannot be changed once transactions have been entered for the inventory item. The stocking unit of measure defaults to new items from IN Module Control - Defaults.

Variable Length

Option not yet functional.

Non-diminishing

Select this option If you are not concerned with managing the on-hand quantity for an item. If you select this option, the on hand balance for the item always be 9999999, regardless of movement, and the item will not be included in any values calculated with regard to inventory valuation. A kitset parent item that is not held in inventory is considered to be non-diminishing.

You can also use this feature for any item you want to maintain using this form, enabling you to assign relevant details and raise purchase orders, although the item is not actually sold.

Indent item

This option is enabled if the Purchase Order Linking module is in use.

Select the option to indicate that the item is an indent item. An indent item is one that is not stocked, and is ordered only to satisfy a customer order.

If a sales order is linked to a purchase order, for an indent item, when the AR invoice is generated, there is an option for the cost of sales value to be calculated from the cost, instead of from the cost in IN Cost Maintenance. When the IN Reorder Process (basic or advanced) runs, there is also an option to include or exclude indent items from the process.

Keep warranty details

Select this option to keep warranty details for this item, either for the customer or the supplier. If selected, the Warranty Maintenance form is accessible from the Inventory Item Maintenance for - this is the only place it can be accessed from.

Allow negative available

This option indicates you will allow the quantity available for the item to become negative. If the Insufficient Inventory Available form displays during order entry, you can press the Over Selling button to activate this feature and continue entering the transaction. A second option, Allow negative on hand, will be available to select if this option is selected.

Allow negative on hand

This option is enabled if the option Allow negative available is also selected. If you do not select this option, you can't enter transactions for the item which result in the on-hand quantity becoming negative. If the option is selected, you can enter and save transactions for the item and allow the on-hand balance to becomes negative.

If you allow item over-selling and you use an average costing method, an automatic cost adjustment transaction may be required to ensure the item's average cost is calculated correctly when the item is received subsequent to an over-sell.

Stocktake Cycle

Select the stocktake cycle to be assigned to the item. Stocktake cycles are set up in Stocktake Cycle Maintenance. They allow you to define specific parameters for a stocktake, such as whether variances must be approved, acceptable variance values, and the like. When the item is included in a stocktake, the parameters of the stocktake cycle assigned applies. The stocktake cycle defaults to all new items from Module Control - Defaults.

Stock ranking

You can select one of five pre-defined ranks for the inventory item - None, A, B, C, and D. These can be used to classify the items a certain way.

For example, A items may be ones that have the highest value in terms of sales, or the highest physical turnover, and D items may have the lowest sales values, or the lowest turnover. Item ranks integrate with the stocktake processing function, where you can include items for selection in a stocktake using the item rank.

Location Table

This table displays all the locations that the item is in. If there is a stocktake in progress that the item is included in, it will be indicated here. The date of the last stocktake the item was included in also displays for your reference. The Next Stocktake Date column is not used.

Status

Each item must have a status assigned. Statuses are defined in Status Maintenance, and are used to indicate whether the item is active or not active, or whether it is to be excluded from being used in certain transactions. The status for new items is taken from IN Module Control - Defaults.

Quantities & Balances

Item balances display on this form so you can quickly determine the available quantity, and the quantities committed to orders, and the like.

Additional balance information is accessed by clicking on these buttons:

Period balances

Click this button to pop up a period balance summary for the item. This only displays balances that are of the current period, as defined in IN Posting Period Maintenance.

Date history

Click this button to view a list of all transaction types (set up in Transaction Type Maintenance), and the date and details (reference, customer/supplier) of the last transaction for each type for the item.

Demand history

Click this button to view unit demand for the item, rolling back 12 periods from the current period. Total sales and purchases for the period to date and year to date are also displayed, as quantities and values.

Location balances

Click this button to pop up a summary of all item quantity balances at a location level.

Location balances by dimension

This button displays only if the item is dimension-controlled.

Location balances by serial/lot number

This button displays only if the item is serial or lot controlled. Click it to display a pop up summary of all item quantity balances at a location/serial/lot level.

Supercession details

This item is superceded

This is a read-only option that updates by Greentree Desktop. to indicate that the item is superceded. The Supercession Processing form is used to process a supercession - this can be accessed from the Item Maintenance form.

Details (of new item)

If the item is superceded, click this button to view the details of the supercession. Details include the date of the supercession, the item that it was superceded by, and the supercession type that was applied.

Process

Click this button to open the Supercession Processing function.

This item replaced an old item

This is a read-only option that updates by Greentree Desktop. to indicate that the item has superceded another item. The Supercession Processing form is used to process a supercession - this can be accessed from the Item Maintenance form.

Details (of old item)

If the item has superceded another item, click this button to view the details of the supercession. Details include the date of the supercession, the item that it superceded, and the supercession type that was applied.

Intrastat/EC Sales

These fields are only applicable, and only display, if the company is subject UK Intrastat and EC Sales reporting.

• Over-selling Auto-Cost Adjustment
• Analysis Code Maintenance
• Serial/Lot Number Entry
• Supercession Maintenance
• Dimension Location Balances
• Status Maintenance
• Kitset Maintenance
• Shipment Entry/Additional Charges
• IN Module Control
• Warranty Maintenance
• Purchase Order Linking - Indent Items
• IN Inventory Item Maintenance

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