Adding Item Records

Use the Items screen to add or modify inventory item records.

Note: You must add item records before you can enter and process transactions in Inventory Control.

You can also use the Items Wizard to add item records. More...

The I/C Items Wizard is the simplest way to set up items in your Inventory Control system. It streamlines the process by stepping you through all the tasks involved in adding items and related records. More...

The Items Wizard takes you through the process of adding the following records:

  • Items
  • Location Details
  • Vendor Details
  • Item Pricing
  • Contract Pricing
  • Manufacturers’ Items
  • Customer Details
  • Bills of Material
  • Kitting Items
  • Reorder Quantities

You can also use the Items Wizard to change information for existing inventory items.

Make sure that you have each of the following types of records for the inventory items that you want to add:

  • Account sets for posting transactions to general ledger accounts. (See I/C Account Sets Screen for more information.)
  • Item categories to group your inventory items. (See I/C Categories Screen,for more information.)
  • Item number structures. (See I/C Item Structures Screen for more information.)
  • Item number segment codes to control the item numbers the program allows to be entered. (See I/C Segment Codes Screen for more information.)
  • Inventory locations. (See I/C Locations Screen for more information.)
  • Price list codes to vary your basic item prices and to provide international prices. (See I/C Price List Codes Screen for more information.)
  • Units of measure for stocking and pricing inventory items, required if you selected the Only Use Defined UOM option in the I/C Options screen. (See I/C Units of Measure Screen for more information.)
  • Weight units of measure used to determine shipment weights (required if you want to show order weights in Order Entry). (See I/C Weight Units of Measure Screen for more information.)
  • If you want to include additional information in your item records, add optional fields for inventory items in Common Services, and then assign them to Inventory items in the I/C Optional Fields screen. (You can also add optional fields to item records at a later time.)
  • Add the taxing authorities and tax classes you require (using the Tax Services icon in Common Services).

If you use Serialized Inventory and Lot Tracking, you should also set up the following records:

  • Serial and lot number mask structures to format serial and lot numbers. (See I/C Mask Structures Screen for more information.)
  • Warranty Codes to identify the warranties you provide to customers who purchase serialized or lotted items. (See I/C Warranty Codes Screen for more information.)
  • Contract Codes to identify the quality assurances vendors provide you on the serialized and lotted items you purchase. (See I/C Contract Codes Screen for more information.)

To add a new item record using the Items screen:

  1. Open Inventory Control > I/C Items and Price Lists > Items.

  2. Beside the Item Number field, click the New icon, then enter a code for the new item record.

    To copy information from an existing item record:

    1. Enter or select the item number for the record you want to copy.
    2. When the item record is displayed, enter the new item number in the Item Number field (typing over the previous number).

  3. Click the Zoom Zoom button button beside the Item Number field or press F9 to open the Construct Item Number screen, and then select the structure and segments for the new item number, as follows:

    1. Type the structure code you want to use or select it from the Finder.
    2. Enter a value for each segment of the item number.

      Use the Finder to select codes for segments that require valid segment codes.

    3. Check the Item Number field to be sure the entry in the field is correct.
      • If the entry is correct, click Select. The program formats the new number and inserts it in the Item Number field on the Items tab, and closes the Construct Item Number screen.
      • To cancel the item number you were defining and return to the Items screen, click Close.
  4. Tab to the next field on the Items screen, and then enter a description for the item.
  5. Fill in or update the fields on the Items tab, as needed.

    If you did not copy an existing record, you must enter valid codes in the following fields:

    • Structure Code
    • Category
    • Account Set Code

    Tip: For help with any of the fields on this screen, press the F1 key.

  6. Click the Units tab, and enter units of measure to be used for this item.

    Note: You must enter one stocking unit of measure, with a conversion factor of 1, or you will not be able to save the Item record.

  7. On the Taxes tab, enter the tax authorities to be used for this item (if known).
  8. On the Optional Fields tab, enter any optional fields to be used with this item.

    Note: You can assign only optional fields that are set up for use with items.

  9. If you use Serialized Inventory and Lot Tracking and you selected Serial Number or Lot Number on the Items tab, fill in the fields on the Serials tab and the Lots tab, as needed.
  10. Click Add.

Print inventory control reports to update printed records and ensure that items were added correctly:

  • Item Status
  • Location Details
  • Price Lists
  • Manufacturers' Items (typically used for bar codes)
  • Bills of Material
  • Kitting Items
  • Vendor Details
  • Customer Details
  • Contract Pricing
  • Reorder Quantities