Fields and controls
Item Number
The item number identifies the item in Inventory Control.
To create a new item record, enter a unique code of up to 24 characters
(including separator and prefix characters) that matches one of the item
number structures you have defined. You can also click the Zoom 
When adding a single-segment item number, you can enter from one character to the maximum number of characters permitted in your item numbers. For example, if the segment length you defined for item numbers allows six characters, you can enter item numbers that contain one, two, three, four, five, or six characters.
To open an existing item record, enter its number or use the Item Number Finder to select it.
The description can be up to 60 characters long. Enter the description as you want it to appear in Inventory Control and Order Entry screens and on reports (for example, generic type, followed by specific item).
In most item number fields, you can enter manufacturers' item numbers that have been added to Inventory Control. When you press the Tab key, the program replaces the field contents with the inventory item number, and places the manufacturer's item number that you used in the Manuf. Item No. field (by default the last field in the table).
Items Tab
Account Set Code
Enter an account set code or use the Finder to select the general ledger account set you want to assign to the item. (The program displays the costing method used by the account set in the Costing Method field.)
Note: Non-stock items and kitting items must use the user-specified costing method (determined by the account set choice). The non-stock and kitting item options are not available if you select an account set with any other costing method.
Additional Item Information
Enter any additional information you want to record about the item.
You can print this information on the Item Status report.
Allow Item in Web Store
Select this option to allow this item to appear in your web store. This setting is used by eTransact.
Alternate Item
Enter an item number or use the Finder to select the item number of a substitute item that you can ship when the regular item is out of stock.
Category Code
Enter a category code or use the Finder to select the category to which you want to assign the item. (When you ship an item, you can override the category to which you assigned the item.)
Commodity Number
If your company reports a value-added tax (VAT), enter the commodity number for the item.
Costing Method
This is the costing method assigned to the account set you selected.
If you want to use a different costing method, you must select another account set or create a different one.
Default Picking Sequence
Enter a picking code (for example, a warehouse bin number or aisle number) that identifies the physical location where an item is stored.
In Order Entry, you can print the picking sequence on picking slips to help warehouse staff assemble shipments.
Default Price List
Enter a price list code or use the Finder to select the code of the price list from which you want the Shipments screen to display the item's price. (You can override this price list when you enter shipments.)
The prices Sage 300 Order Entry displays for items come from this price list (if there are prices in the customer's currency).
Inactive
Select this option if you do not want to use this inventory item any longer.
You would generally use this option when you decide to delete an item, and want to ensure no further transactions are posted for it.
However, you can still process transactions in P/O Returns and O/E Credit Notes for an inactive item. For example, if a customer returns the item or you return the remaining stock to the vendor, you will need to process transactions for those inactive items.
You can change the option from Inactive to Active at any time.
Kitting Item
This option is available only if you use the user-specified costing method (determined by the account set you select).
To allow the item to be the master item for a kit, you must take the following steps:
- In the Account Set Code field, select User Specified Cost.
- Clear the default Stock Item option, and then select the Kitting Item option.
Last Maintained
This field displays the date of the last change made to the account set.
Lot Number
If you track this item using lot numbers, select this option.
Note: This option appears only if you use Serialized Inventory and Lot Tracking.
Seasonal
Select this option to specify that an item is seasonal (mainly or exclusively sold during particular fiscal periods each year).
On the Optimize Inventory screen, the periods used to calculate optimal reorder quantities for an item differ depending on whether or not the item is seasonal. For more information, see I/C Optimize Inventory Screen.
Serial Number
If you track this item using serial numbers, select this option.
Note: This option appears only if you use Serialized Inventory and Lot Tracking.
Sellable
If the item is not for sale, clear this option.
Example: You would not select the Sellable option for goods that are used only in bills of material, for internal usage transactions, or for projects managed through Project and Job Costing.
Stock Item
If the item is a regular inventory (stock) item, select this option.
Services or specially ordered items which are not normally kept in inventory are considered non-stock items, and you should not select this option for either of them. Kitting items are also non-stock items.
Note: Non-stock items must use the user-specified costing method (determined by the account set you specify). The Stock Item option is not available if you select any other costing method.
Structure Code
Enter the item number structure code for this inventory item or use the Finder to select the item structure that matches the format of the item number you are entering.
If you are not sure which code to select, click the Zoom
You can use as many item number formats as you need, with up to ten segments in each code (four segments in Sage 300 Standard), and a maximum of 24 characters in all.
Unit Weight
Enter the weight for one stocking unit of the item, using the weight unit of measure that you specify in the Weight Unit of Measure field.
This weight is used in Order Entry to calculate total order weight.
Weight Unit of Measure and Conversion
Factor
Enter the unit of measure that you use for measuring the weight of one stocking unit of this item.
Weight units of measure are defined on the I/C Weight Units Of Measure setup screen. The unit of measure includes a conversion factor for converting this unit to the default weight unit of measure specified on the I/C Options screen.
The default weight unit of measure is the weight unit used for calculating the total weight of orders in Order Entry.
Optional Fields Tab
Optional Field and Description
Enter a value for any optional fields that appear. If a field is required, you cannot save the item record until you enter the value.
To add optional item fields that were not automatically inserted, press the Insert key to add a new line to the table, and then use the Finder to add the optional field.
Optional fields must be assigned to the Items screen using the I/C Optional Fields screen before you can add them to item records.
When you select an optional field code, Inventory Control displays the description for the optional field.
Value Set
This field indicates whether a blank optional field currently has a value. (By looking at the field, you cannot know otherwise whether the field has a default value which is blank, or no value at all.)
The entry in this field will change from No to Yes if you make an entry in the Value field.
Value and Description
- If the optional field is required, you cannot save the item record until you enter a value.
- If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services (unless the optional field allows blanks).
- If you select a value, the description for the value you select will appear in the description column.
- If you delete the value, the optional field will be deleted from the table. If the field is required, you will have to reinsert it and enter a value before you can save the item record.
Taxes Tab
Tax Authority and Description
Enter the tax authority or use the Finder to select the tax authorities (such as state or province) that tax sales and/or purchases of the item. Inventory Control displays the tax authority description when you enter a tax authority code.
You may have a long list of authorities if you sell goods in several jurisdictions or countries.
You define taxing authorities in Tax Services in Common Services. For more information about tax authorities and tax classes, see the help for Tax Services.
Purchase Tax Class and Description
Enter the numbers or select the numbers of the tax classes you want to assign to the item for purchases for each selected tax authority.
Sales Tax Class and Description
Enter or select the numbers of the tax classes you want to assign to the item for sales for each selected tax authority.
Units Tab
Conversion Factor
Enter the number of stocking units for the unit of measure. For example, if the unit of measure is "dozen," you type 12.
The conversion factor must be 1 (one) for the unit of measure you intend to use for the stocking unit.
Stocking Unit of Measure
Enter or select Yes for the unit of measure you intend to use for the stocking unit (the smallest unit by which you purchase or sell the item if you do not use the Allow Fractional Quantities option).
You can specify only one stocking unit of measure for each item.
Unit of Measure
Enter the name for the unit of measure (for example: dozen, gallon, ton) or select it using the Finder.
If you selected the Use Only Defined UOM option on the I/C Options screen, you must use the Finder to select an existing unit of measure.
Use the Insert key to enter a new unit of measure. Remember that one unit must be the stocking unit of measure.
Overview
Use the I/C Items screen to:
- Add new items, and change or delete existing item records.
- Select the item structure
and enter segment information for a new item number. (Click the Zoom
Note that you can include blanks in your item numbers. This means, for example, that you can have two difference item numbers: "12 3" and "1 23".
- Set item attributes, such as whether items are sellable, have serial numbers, are sold on the Web, are kits (a collection of other items), are kept in stock, etc.
- Enter and revise picking sequences (or bin numbers), item weights, units of measure and tax information.
- Add or change optional field information for items.
You must add items to Inventory Control before you can use them in transactions.
If you did not select the Allow Items At All Locations option in the I/C Options screen, you must use the Locations screen (in the I/C Setup folder) or the Location Details screen (in the I/C Items and Price Lists folder) to specify which items you want to stock at each location.
For an overview of item records, see About Setting Up Inventory Items.
Items Tab
Use this tab to:
- Specify the structure code, category code, and account set code for new items.
- Assign a default picking sequence and price list for the item.
- Indicate whether the item is sellable, and whether it is an inventory item, a non-stock item, or a kitting item.
- Specify whether you assign serial or lot numbers to the item.
- Specify the weight of a single stocking unit of the item and the weight unit of measure.
- Enter an alternate item number for the item.
- Enter a commodity number (if you report VAT).
Lots Tab
Note: This tab appears only if you have a license to use Serialized Inventory and Lot Tracking and the selected item is lotted.
Use this tab to:
- See the lot number mask used for the item.
- View or change the next lot number that will be assigned for this item.
- Set an expiration period for the lot, or view the days to expiry.
- Put the lot on quarantine, or view the days left on quarantine.
- Make
it optional to assign lot numbers before saving transactions by selecting
the Allow Lot Quantity To Be Different From The
Quantity In The Entries option. (You cannot select this option for items
that use lot costing.)
This setting allows lotted items that use a costing method other than lot costing to use different quantities than the lot numbers that are allocated in transactions in Sage 300 Inventory Control, Purchase Orders, and Order Entry.
Note that when entering orders, you can enter an order quantity and choose to not allocate lot numbers. However, you must allocate lot numbers when shipping the order.
- Assign or view a warranty code, and automatically place the lot on warranty when sold
- Assign or view a contract code, and automatically place the lot on contract when received
- Add or view any optional fields for this item
Optional Fields Tab
Use the Optional Fields tab to:
- Enter data into automatically
inserted fields on this tab.
If a field is required, you cannot save the item record until to fill in the value.
- Add optional item fields that were not automatically inserted.
Use the Insert key to add a new line to the table, and then use the Finder to add the optional field.
Note: Optional fields must be assigned to the Items screen in the I/C Optional Fields screen before you can add them.
Serials Tab
Note: This tab appears only if you have a license to use Serialized Inventory and Lot Tracking and the selected item is serialized.
Use this tab to:
- View the serial number mask used for the item.
- View or change the next serial number that will be assigned for this item.
- Set an expiration period for the serial, or view the days to expiry.
-
Make it optional to assign serial numbers before saving transactions by selecting the option Allow Serial Quantity To Be Different From The Quantity In The Entries. This option is not available for items that use serial costing.
This setting allows serialized items that use a costing method other than serial costing to have different quantities in entries than the number serials allocated in transactions using Sage 300 Inventory Control, Purchase Orders, and Order Entry.
Note that when entering orders, you can enter an order quantity and choose to not allocate serial numbers. However, you must allocate serial numbers when shipping the order.
- Assign or view a warranty code, and automatically place the serial on warranty when sold and/or registered.
- Assign or view a contract code, and automatically place the serial on contract when received.
- Add or view any optional fields for this item.
Taxes Tab
Note: This tab appears only if you have activated Tax Services.
Use the tab to specify the tax authorities and sales and purchase tax classes that apply to the item.
If the category you selected on the Items tab contains tax information, the information appears in fields on this tab. You can make changes to this information without affecting the tax information in the category record.
Units Tab
Use this tab to:
- Enter the units of measure by which you purchase or sell the item.
- Identify the stocking unit of measure for the item.