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 tab, and item balances also display on this form.

Code

Enter or select a unique code, up to 20 alphanumeric characters. If the Inventory 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 Desktop will allocate an item code using the parameters defined in Inventory Module Control.

Description

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

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

Analysis code

Select the analysis code to apply to the inventory item. These codes are used for grouping items into categories for reporting, and for calculating the selling price of an item.

If an analysis code is specified on the Defaults tab on the Module Control form, 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.

Job activity code

If the Job Cost module is in use, you can select a default JC Activity Code for the item. 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 Inventory Module Control option Use Serial/Lot Tracking is selected. You cannot change the type once transactions have been entered for the inventory item.

You can select one of these types:

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

 If the item has a lot number or serial number type assigned, additional fields display to indicate the format and length of the lot or serial number for the item.

The format (alphanumeric or numeric) is always read-only, but you can override the length for individual items if the Variable Serial/Lot Numbers option is selected on the Module Control form. 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. You can only edit fields 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 when you enter a transaction, and track balances by dimension. The option is available if the Dimension Tracking sub module is enabled.

If the Inventory Module Control option Default tracking to new items is selected, the option is selected for all new items. Once transactions have processed for a dimension-tracked item, the option becomes read-only, however the option can be deselected if 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 a checkbox if a kitset is set up for this inventory item on the Kitset Maintenance form.

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 for the kitset parent. You can change this option.

Unit weight

Enter the weight of the inventory item in kilograms. If the Import Costing module is in use, you can use the weight 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 module is in use, you can use the volume to apportion additional charges across a shipment.

Stocking unit

This is the unit of measure that the item is maintained in. You cannot change the unit of measure once transactions have been entered for the inventory item.

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 is always 9999999, regardless of movement. The item is not included in any values calculated against inventory valuation. A kitset parent item that is not held in inventory is considered to be non-diminishing.

You can also use this feature to assign 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 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, you can calculate the cost of sales value from the cost, instead of from the cost on the IN Cost Maintenance form. When the reorder process runs, you can 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 you select this option, you can open the Warranty Maintenance form from the Inventory Item Maintenance form.

Allow negative available

This option indicates that the quantity available for the item can become negative. If the Insufficient Inventory Available form displays when entering an order, you can click the Over Selling button to activate this feature and continue entering the transaction.

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.

Note: 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 assign to the item. Stocktake cycles are set up on the Stocktake Cycle Maintenance form. You can 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 on the Defaults tab on the Module Control form.

Stock ranking

You can select a pre-defined rank for the inventory item: None, A, B, C, and D.

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, if 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 is 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 indicate whether the item is active or not active, or whether to exclude it from being used in certain transactions.

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.

Note: You can drill down on values displayed to view additional information using the source form, in terms of how each balance is made up.

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.

Date history

Click this button to view a list of all transaction types, and the date and details (reference, customer or 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 also display, as quantities and values.

Location balances

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

Note: Columns relating to modules that work with inventory — Shipment (Import Costing), Production (Manufacturing), and Allocated to Job (Job Cost) — only display if those modules are in use.

You can double click values in the enquiry table to drill down to source forms for additional detail with regard to how each balance is made up.

Location balances by dimension

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

Location balances by serial/lot number

This button is enabled 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.

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 form.

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.

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.

Archived

Select this option to archive the item. Archived items are excluded from inventory item drop lists, reports, and searches.

if you select this option, the buttons on this tab to create transactions are disabled.

You cannot archive a item if inventory is:

• On hand
• On purchase order
• On back order
• On forward order
• On a requisition
• On a quote
• A component on an active kitset
• In use in a CRM product
• A quantity in bin suspense

• Analysis Code Maintenance
• Serial/Lot Number Entry
• Supercession Maintenance
• Dimension Location Balances
• Kitset Maintenance
• Warranty Maintenance
• Inventory Item Maintenance

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