Creating Items – Parts or Supplies

On the e-automate toolbar, click [Items] to open the Items window.

Click [New] to open the New Inventory Item window.

Complete the following fields as appropriate:

Item number: Number to be assigned to the new item.
Note: If you access an Item record after the Item record has been saved, the system displays this field as disable—even if your administrative options allow you to edit this field.  If you choose to edit this field after the record has been created and then attempt to save your changes, the system displays a warning message listing the implications associated with changing an existing Item record's Item number. The warning message includes options to save or to cancel your changes.

Description: Brief description of this item.

Category: Use the lookup to select the category to assign the item. This is a required designation used to categorize your inventory for reporting purposes. 

Unit of measure: Unit of measure typically used to sell the item.
Note: This should be the lowest unit at which you ever intend to sell the item. Most items should be Each.

Standard cost: How much this item cost you to purchase initially.
Note: This cost is automatically set as the item average cost when creating a new inventory item. This is also the cost of goods sold amount used when you sell the item prior to receiving it on a purchase order or inventory increase. After the item is brought into inventory, e-automate always uses the WAVG, LIFO, or FIFO cost and does not use the Standard cost field for inventory costing. This field can also be used as a cost value from which to calculate item prices. For more information, see the Setting Item Price Levels topic.

Serialized: Leave this checkbox unchecked. Parts and supplies are typically not serialized.

UPC: Number associated with the barcode.
Note: If you want to create your own barcode number and your administrator has configured it in Inventory Options, you can use <F4> on your keyboard to insert the next number in your barcode sequence. Typically, this field is designed for your manufacturer’s barcode label, if any. For more information, see the Additional Info - Barcoding topic.

Unit of weight: Unit of weight in which this item is measured.

Weight: Weight of the base unit of this item.

Tax as: Designation identifying how to tax the inventory item. The field will be inactive and defaulted to ITEM until you select a sales code. Use the lookup to select the tax category under which this item will be taxed.

Usage limit meter type: Meter type to be used with this item.

Use contract usage limits for this item: When checked, the customer’s contract limits will be used on this inventory item. For more information, see the Configuring Contract Item Usage Limits topic.

Active: When checked, this item is active in your system.

E-info enabled: When checked, this item can be available for your customers to order via the e-info web page. Supplies are good candidates for e-info ordering.
Note: E-info is an add-on to e-automate. For purchase information, talk to your sales representative.

In the Codes region, complete the following fields as appropriate:

Item type: Selecting Inventory treats this item as something you stock and value financially in your inventory. Expense item types are expensed when they are received; this item type is typically not used for parts or supplies.

Inventory code - GL: Code that references the general ledger account used when inventory increases or decreases. Required for parts and supplies.

Sales code - GL: Code used to designate what revenue and cost of goods sold account to use when selling items or processing a return.
Note: Only items with a sales code are available for sale in the Sales module.

Service code - GL: Code used to designate what revenue and cost of goods sold account to use when selling this item through the Service module.
Note: Only items with a service code are available for sale in the Service module.

Equipment code: Parts and supplies should not have an equipment code.

Make: Not applicable to parts and supplies.

Model: Not applicable to parts and supplies.

OEM number: Enter the original equipment manufacturer number.

To see the history of the OEM numbers used for an item, click [History].

To identify and track an item as compatible, click the OEM compatible item checkbox.

In the Equipment Settings region, complete the following fields as appropriate:

Tracking Configuration: Parts and supplies should not have a tracking configuration. Items without equipment codes cannot have tracking configurations.

Copy yield: Number of copies or other units the part or supply is expected to produce before the part/supply must be replaced.
Note: This field can only be entered on items that have service codes. This field is overridden when identified as a related item on a host.

In the Out cost settings region, complete the following fields as appropriate:

Out cost group: Use the lookup to select the out cost group with which you would like to associate this item. For more information on out cost groups, see the Creating Out Cost Groups topic.

Base out cost: Choose one of the following:

Use actual cost: When chosen, the system will use the actual cost of the item as the base cost when calculating the out cost percentage. For more information, see the Creating Out Cost Codes topic.

Base cost: When chosen, you must enter an amount in the currency field to the right. The system will use the amount you entered as the base cost when calculating the out cost percentage. For more information, see the Creating Out Cost Codes topic.
Note: Because costs can change, it is very important that you use this option with caution. If you choose the Base cost option it is essential that you remember to adjust the cost as necessary.

In the Return settings region, complete the following fields as appropriate:

Returnable: When checked, this item this item can be returned.

Core charge item: If applicable, use the Lookup to select the core charge item that indicates the core charge amount you want charged with this item when the item is sold.

In the Other settings region, complete the following fields as appropriate:

Serviceable as item: When checked this item can be added to a service contract and/or service call for recurring billing.
Note: This option is only available if you have enabled this functionality in the Contracts Options settings window.

Contract base distribution code: Code used to default deferred and contract revenue distribution to the contract item.
Note: This option is only available if you have enabled this functionality in the Contracts Options settings window. This code can be changed on the service contract if necessary.

Click the Prices tab to bring it forward.

To specify a default price, check Use Default Price and enter the price to be charged in the Default Price field.
Note: This price is assigned to all customers unless price level pricing is specified on the inventory item.

To add price levels, do the following:

Click [Add] to open the Add Item Price window.

Complete the following fields as appropriate:

Price level: Price level to be assigned to the item.
Note: You can add multiple price levels to each item. For example, if you have three price levels (Silver, Gold, Platinum), you can add the Gold price level multiple times for volume discounts. Gold customers can purchase a quantity of 1-9 and pay $10 each, a quantity of 10-19 and pay $9 each, and a quantity of 20 or more and pay $8 each.

Method: Pricing method to be used to calculate the total price of the item according to the price level and quantity. For more information, see the Additional Info - Pricing Level Methods topic.

Price: If the Absolute method of the Price Level was selected, enter the price assigned to the item. If the Margin – Average Cost, Margin – Standard Cost, Markup – Average Cost, Markup – Standard Cost, or Percent of Default method of price level was selected, enter the percent be used in the respective formula.

Quantity: Quantity of the item that must be purchased to obtain the price.
Note: You can enter multiple price line items to accommodate volume discounts.

Start Date: Select this checkbox to set a specific start date that the item price becomes effective. This is optional and typically used when items are included on a promotion that has a specific beginning date as well as end date.

End Date: Select this checkbox to set a specific end date that the item price no longer is effective. This is optional and typically used when items are included on a promotion that has a specific beginning date as well as end date.

Click [OK] to save the new price level.

In the Round price to field, use the lookup to select the nearest monetary amount to which the system should round the price as defined on the Prices tab prior to rounding or price adjustment.
Note: The system will round up or down to the nearest monetary amount, with a value of 5 or higher rounding up and anything lower rounding dow
Example: An item has a system-calculated price of 2.68 on the Prices tab prior to rounding and applying a price adjustment if any.  If you set the Round price to field to 0.1, then e-automate rounds the price to the nearest one-tenth of one unit of the currency, which would be 2.70.  If you enter a value in the Adjustment price field, the system changes the rounded price by that amount to arrive at the adjusted sale price for the item.

In the Adjustment price field, enter the amount (positive or negative) by which to change the system calculated, rounded price to arrive at the adjusted sale price for the item.
Example: An item has a system-calculated, rounded price of 2.70.  If you enter a positive value of .25 in the Adjustment price field, the system adds the .25 to the rounded price of 2.70 to arrive at an adjusted sale price of 2.95 for this item.

Click the Vendors tab to bring it forward.

Click [Add] to open the Add Item Vendor window.

Complete the following fields as appropriate:

Vendor: Name of the vendor from whom the item is purchased.

Vendor item number: Number the vendor uses to identify this item.
Note: This number is printed on the purchase order created for this vendor.
Note: If you are using the PSN PO Export module, the system uses this number to match your item to the vendor's item.  If your item number does not match the vendor's item number, the system will not locate the item for the PSN PO.  If you need vendor items numbers, contact the appropriate vendor to request this information.

Unit of measure: Unit of measure in which you purchase the item from the vendor such as case, box, or gross.
Note: This field is not based on your system units of measure. You may not want to add all of your vendor’s units of measure to your units of measure table.

Barcode format: Barcode format you would like to assign to this item. For more information on how to create barcode formats, see the Creating Barcode Formats topic.

Conversion factor: The number of the item within the unit of measure such as gross=144 or each=1.
Note: You can order one case that contains 10 items. The purchase order will indicate one case. When the purchase order is received, e-automate increments your inventory by the number ordered times the conversion factor.
Note: PO Receiver does not support vendor item conversion factors.

Minimum order: Minimum quantity a customer can order at one time.

Cost: Cost of the item at the vendor unit of measure quantity.
Lead time in days: Average number of days from when the order is placed with the vendor to when the order is received at your location.

To perform a price check on this item, click the stock price check icon next to the Cost field.
Note: Stock price checks are only supported for vendors who are associated with the PSN PO Export module.

E-automate displays a Stock Price Check Results window. This window lists the Vendor item number, Purchase unit of measure, and the Cost of the item associated with the Default facility ID specified on the PSN Vendor List window for this vendor during PSN vendor setup.  The window also includes a grid displaying the Facility and Quantity of the item available at each facility specified in the Price check facility ID list (comma separated) on the PSN Vendor List window for this vendor during PSN vendor setup.  Below this grid, the system lists the total quantity of this item that is available at all the specified facilities.

Click [Yes] to update the cost of this item in the item record and to close the Stock Price Check Results window. Depending on the vendor, when the cost is updated the purchase unit of measure is also updated.

Click [No] to close the Stock Price Check Results window.

To record a number previously used by the manufacturer, do the following:
Note: You use the History of vendor item numbers region to track numbers previously used by a vendor to identify a product. You may search for an item based on all historical numbers using the item lookups.

In the Vendor item number field, enter the number previously used by the vendor.

Click [QuickAdd] to add the number to the list.

If this vendor is the preferred vendor for this item, check the Preferred item vendor checkbox.
Note: You can only have one preferred item vendor per inventory item.

Click [OK] to save the vendor information.
Note: If you changed an existing vendor item number, the system will display the message, "Do you want to add the previous Vendor Item Number to the history list?" Click [Yes] to add the previous number to the History of vendor item numbers grid and close this window, or click [No] to close this window without adding the previous number to the History of vendor item numbers grid.

Click the Bin Defaults tab to bring it forward.

Click [Add] to open the Add Item Bin Default window.

Complete the following fields as appropriate:

Warehouse: Warehouse to assign for the specified transaction(s).

Bin: Bin for the assigned transaction(s).

Set all transaction types to the warehouse and bin selected above: When checked, all transaction types for this item will default to the warehouse and bin you select in this window.

Transaction type: Allows you to specify a particular transaction type for this item. This field is activated if the Set all transaction types to the warehouse and bin selected above checkbox is not checked.

Click [OK] to save the bin defaults.

Click the Warehouses tab to bring it forward.

In the Stocking Code field, use the lookup to identify this inventory item’s default stocking code for your company.
Note: The stocking code identified here is used for all sales transactions that are not explicitly identified by warehouse. When left blank, e-automate assumes the stocking code is Stock for sales transactions. For more information, see the Additional Info. – Warehouse Tab topic.

In the Stocking set size field, enter the quantity of the item you typically use at one time.
Note: By default, this field is set to 1.  If you typically use an item in a specific quantity other than 1 (e.g., 5 at a time), then enter 5 in this field. The system will then use this information to assist you with stocking this item in multiples (sets) of 5.

To add a stocking level for a specific warehouse, do the following:

In the Warehouse field, use the lookup to select a warehouse for the restock level.

In the Stocking Code field, use the lookup to select Stock.

In the Stock minimum field, enter the minimum stock amount. The item quantity should not drop below this amount for the selected warehouse.
Note: If you specified a Stocking set size, the Stock minimum field's value should be a multiple of the Stocking set size.  If Stocking set size is 5, for example, then the Stock minimum field's value should be a multiple of 5 (0, 5, 10, 15, etc.).

In the Stock maximum field, enter the maximum stock amount wanted in the specified warehouse at any given time.
Note: If you specified a Stocking set size, the Stock maximum field's value should be a multiple of the Stocking set size.  If Stocking set size is 5, for example, then the Stock maximum field's value should be a multiple of 5 (0, 5, 10, 15, etc.).

To indicate that the restock levels should not be impacted by e-agent tasks, uncheck the Auto Update checkbox.
Note: E-agent is a separate program shipped with e-automate and can be configured to perform automated tasks. One task that e-agent performs is updating your warehouse stocking levels based on sales history. If you do not want e-agent modifying your stocking levels for the specified warehouse, uncheck the Auto Update checkbox.

Click [QuickAdd] to add the stocking level to the list.

Repeat steps a through f to add stocking levels for all your warehouses.

To change a stocking level for a warehouse, do the following:

Select the stocking level from the list. E-automate displays the selected stocking level information in the Warehouse, Stocking code, Stock minimum, Stock maximum, and Auto Update fields.
Note: To have the list only display those warehouses that have a stocking code assigned to them, check the Show stocking code item warehouses only checkbox.

Change the appropriate information.

Click [Update] to save the changes.

To delete a stocking level for a warehouse, do the following:

Select the stocking level from the list.

Click [Delete].

Click the Units tab to bring it forward.

To add a unit of measure, do the following:

In the Unit of measure field, use the lookup to select the unit of measure.

In the Conversion factor field, enter the conversion factor.
Note: The conversion factor is how many default units of measure of this item are contained in the new unit of measure. For example, you may sell staples by the box; however, you also can sell staples by the case. You happen to purchase staples by the case so you can turn around and sell them to your customers by the box or by the case. In this example, a case of staples contains 10 boxes. Your item has a default unit of measure of box. On the Units tab you define a case unit of measure with 10 boxes. Any time you sell a case of staples, e-automate decrements your inventory by the appropriate conversion factor, in this example, 10.

Click [QuickAdd] to add the unit of measure to the list.

Click the Substitutes tab to bring it forward.

To indicate a substitute for this item, do the following:

In the Item field, use the lookup to select the substitute item.

Click [QuickAdd] to add the substitute to the list.

Click the Assembly Kits tab to bring it forward.

If the item could be assembled or refurbished, do the following:

Complete the following fields as appropriate:

Kit type: Indicate whether this is a Parts Kit used in refurbishing a piece of equipment, an Assembly Kit for a preventive maintenance kit, or a Sales/Purchasing kit.

Estimated labor rate per hour: Estimated amount charged for the item to be assembled or refurbished.
Note: This amount will be allocated to the item’s cost. You can change this amount during the refurbish or assembly activity.

Estimated labor hours per unit: Estimated hours it will take to assemble or refurbish this item(s).
Note: This amount can change during the actual refurbish or assembly activity.

Default overhead per unit: Amount of overhead charged per unit.
Note: This amount is added back to the item’s cost. This can change during the assembly or refurbish activity.

In the Item field, use the lookup to select an item required to assemble or refurbish this item.
Note: When entered here, the item will appear on the bill of materials for the work order. You can modify the bill of materials during the refurbish or assembly activity.

In the Quantity field, enter the quantity of the item needed to assemble this item.

Click [QuickAdd] to add the item and quantity to the bill of materials.

Repeat steps a through d until all materials you typically use are added to the Assembly Kits tab.
Note: You can add and remove any materials during the assembly or refurbish activity.

Typically you will not use the Related Items tab on supply or part items. This tab is used on inventory items with Equipment codes. For more information, see the Creating an Inventory Item - Equipment topic.

The Custom Properties tab is available if you have custom properties enabled. For more information on custom properties, see the Setting Custom Properties topic.

On the Custom Properties tab, in the Configuration field, use the lookup to select the custom property you want to assign to this item.

Click [OK] to save the new inventory item.

For additional information on Parts or Supply items, refer to the following topics:
Additional Info – Barcoding
Additional Info – Pricing Level Methods
Additional Info – Codes & Settings Tab
Additional Info – Prices Tab
Additional Info – Vendors Tab
Additional Info – Bin Defaults Tab
Additional Info – Warehouses Tab
Additional Info – Related Items Tab
Additional Info – Attachments