P/O Items Screen

Note: This screen is available only if you are using Purchase Orders as a stand-alone program (that is, you do not use Inventory Control).

Open Purchase Orders > P/O Setup > Items.

Type or use the Finder to select the general ledger account set you want to assign to the item.

Use up to four additional fields to include descriptive information for the item. You can type up to 80 characters in each of the four fields.

If you use customized invoices or other forms, you can have Purchase Orders print this additional item information on the forms.

If your company reports a value added tax (VAT), type the commodity number for the item.

Type a description using up to 30 characters. This description will appear on purchase orders, receipts, invoices, etc.

If you want to describe the item more completely, use the comments fields.

Select this option if you do not want to use the item in transactions.

Note: Inactive items can still be processed in purchase order returns.

This option is useful if you decide to delete an item record, and want to ensure no further transactions are entered using it. You can change your entry any time.

Type a number or code that will identify the Item record you are creating.

The code can be up to 24 characters long, and contain letters and numbers as well as special characters.

This field displays the date of the last change made to the record.

Type the weight for one unit of the item.

The weight you enter must be in terms of the Weight Unit Of Measure you enter in the Weight Unit of Measure field.

Item weights are used by Purchase Orders to determine order weight.

Use the Finder to select the taxing authorities you want to assign to the item. (You define taxing authorities in the Tax Services folder of Common Services.)

Type or select the numbers of the tax classes you want to assign to the item for purchases for each selected tax authority.

To add another line of tax information, press the Insert key on your keyboard after entering all the information for a particular authority and purchase tax class.

Purchase Orders displays the description entered for the purchase tax class you specified. You cannot change the description in this screen. Use the Tax Classes screen in Common Services to change the descriptions of tax classes.

The Optional Fields tab contains optional fields added by your company to the Items screen. These fields will appear by default on transaction screens as long as the transaction screens contain the same optional fields.

This tab appears only if you have Transaction Analysis and Optional Field Creator.

Type the number of stocking units for the unit of measure.

Example: If the unit of measure is “dozen,” you type 12.

You must enter the unit of measure you intend to use for the stocking unit before you can save the record. The conversion factor for the stocking unit must be 1 (one).

Type the names for alternative units of measure for this item (for example, dozen, gallon, ton).

You must also enter a conversion factor for converting each alternative unit to the default weight unit of measure that you specified in P/O Options.

Overview

Use the Items screen to add a record for each item to your inventory list.

An item record includes the item code, account set, tax authority, and tax classes that the item uses. It also includes units of measure and a unit of weight for the item, as well as up to 300 characters of additional descriptive information.

Before adding item records:

Items Tab

Use this tab to enter identifying information about the item, such as the item number and description, the account set code to be used for the item in transactions, the commodity number (if you are required to report VAT amounts), the unit weight for the item, as well as additional item description information that you can print on customized forms.

Units Tab

Use this tab to enter units of measure and the conversion factor for each item. (You must enter a stocking unit of measure with a conversion factor of 1.)

Taxes Tab

Use this tab to enter codes for the taxing authorities you want to assign to the item. (You define taxing authorities in the Tax Services folder of Common Services.) You can also enter codes for the tax classes you want to assign to the item for purchases for each selected tax authority.

Optional Fields Tab

This tab appears if you have assigned optional fields to the Items screen (using the Optional Fields screen in the P/O Setup folder).

Use this tab to add or change information in the optional fields that are assigned to this item.

If you have assigned the same optional fields to transaction entry screens, the information in these fields will appear by default on new transaction details for this item.

To enter optional information, type or choose your entry for each optional field.

If the optional field has a Finder, you can select one of the entries from the Finder list. Depending on how the list has been set up, you may be able to leave the field blank.

Weight Unit of Measure

You define weight units of measure using the Weight Units Of Measure screen in the P/O Setup folder.

Select the unit of measure that you use for measuring the weight of one unit of this item.

The weight unit of measure record includes a conversion factor for converting this unit to the default weight unit of measure specified in the P/O Options screen.