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Creating Items – Purchasing/Sales Kits

An item is defined as a product that you buy and sell as part of your business.

A kit item is a collection of inventory items that are packaged together as a single item under the name assigned to the kit.

A purchasing kit refers to a collection of items that you can purchase from a vendor by listing only the name of the kit item on the purchase order. When you receive a purchasing kit into inventory, the system receives the kit's contents as the collection of individual items that make up the kit, increasing the inventory quantity of each of the individual items included in the kit and not tracking a quantity of the kit item in inventory.

A sales kit refers to a collection of items that you can sell to a customer by listing only the name of the kit item on the customer sales order/invoice. When you sell a sales kit, the system reduces the inventory quantity of each of the individual items included in the kit and does not track a quantity of the kit item in inventory.

While similar, kit items differ from assembled items. While you do not stock a kit item as a kit item in inventory (but rather stock it as the collection of individual items that make up the kit), you do stock an assembled item as an assembled item in inventory. When you assemble an item from the individual items that make up the assembly, the system increases the quantity of the assembled item in inventory and decreases the quantity of each of the items you used to assemble the item. Additionally, while you define a kit item to represent a collection of items, you do not use the system's assembly functionality to assemble a kit item; the system automatically tracks the inventory quantities of the individual items that make up a kit when you buy or sell a kit. You do use the system's assembly functionality when you construct an assembled item from the items making up the assembly. For more information on assembled items and item assembly functionality, see the Inventory Assembly topic.

Tip: When creating an item to be used as a sales/purchasing kit, the best practice recommendation is for you to create an expense code configured specifically for using with kit functionality in e-automate. When you set up a sales/purchasing kit item, e-automate requires you to associate an expense code with the item instead of an inventory code. Because the cost of a kit item does not always equal the sum of the costs of the items included in the kit, the average cost of each item included in a sales/purchasing kit is received into inventory, and the difference between the weighted cost and the average cost is posted to the expense code associated with the kit item. If you sell a kit item, listing only the kit item and the price for the kit item on the customer invoice, the system keeps track of the pricing of the collection of items that make up the kit in the sales transaction.

You define the kit type, assembly costs, and bill of materials on the Assembly kits tab.

Parts kit - parts kits include bagged type items, such as PM kits that the dealer buys constituent components and creates the kits, parts kit.

Assembly kits - assembly kits include hard goods such as cartridge manufacturing, fuser rebuilds, or any tangible items that are valued in inventory.

Assembly kits and parts kits offer the same functionality; the only difference is the classification in reporting.

Sales Purchasing Kits are used for a single item on a purchase order that can be expanded on the PO receipt into constituent components at respective quantities. You must choose sales purchasing kit for the purchasing function to work. Sales purchasing kits cannot be assembled and do not show up in the lookups in the assembly window.

The average cost of an item on Sales/Purchasing kits is received into inventory, and the difference between the weighted cost and the average cost is posted to the expense code.

Getting to the TransactionGetting to the Transaction

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

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

Basic InformationBasic Information

In the Item number field, enter the number to be assigned to the new sales/purchasing kit item.

In the Description field, enter a brief description of this kit item.

In the Category field, use the lookup to select the appropriate option for categorizing this kit item for reporting purposes (e.g., K for Kit).

In the Unit of measure field, enter the unit of measure in which the kit item is sold (typically, Each).

In the Standard cost field, enter your initial monetary cost to purchase this kit item.

Note: Standard cost is not really applicable with kit items since costs are associated with the respective members of the kit.

Leave the Serialized checkbox unchecked.

Note: While one or more individual members of a kit item may be serialized, the kit item itself cannot be a serialized item.

In the UPC field, enter the number associated with the item's 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.

In the Unit of weight field, use the lookup to select the unit of meaurement in which the value in the Weight field will be given, indicating this kit item is measured (e.g., Pound).

Note: Since a purchased kit is received into inventory as the component parts that make up the kit, you may not need to list a weight for the kit as a whole. If you do need to list a weight, the weight should be at least equal to the sum of the weights of the component parts that make up the kit.

In the Weight field, enter the weight of the kit item.

Note: E-automate uses this field's value for reference purposes only and does not push this value to be used in other areas of e-automate. Other programs that integrate with e-automate may use this value outside of e-automate.

In the Tax as field, use the lookup to select the option that indicates how tax is to be calculated on this kit item.

Leave the Usage limit meter type field blank; this field does not apply to kit items.

Leave the Use contract usage limits for this item checkbox unchecked; this field does not apply to kit items.

Check the Active checkbox if this kit item is active in your system.

Check the E-info enabled checkbox if this kit item can be available for your customers to order via the e-info web page.

Note: Kit items containing equipment items are not typically ordered on the web; if this kit item contains an equipment item, leave this checkbox unchecked.

Codes & Settings TabCodes & Settings Tab

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

Set Item type to Expense.

In the Expense code - GL field, use the lookup to select a code that references the general ledger account used when incrementing or decrementing inventory.

Note: Kit items are created with an expense code that you have added and configured for use specifically for kitting functionality. You can define the kit type and billing of materials on the Assembly kits tab of the New Inventory Item window. The average cost of an item on Sales/Purchasing kits is received into inventory, and the difference between the weighted cost and the average cost is posted to the expense code.

In the Sales code - GL field, use the lookup to select the code indicating how the kit item is to be categorized for item look ups.

Note: When a kit item is sold, the system uses the sales code GL account associated with each item in the kit to post to the GL for that item.

Leave the Service code - GL field blank; this field is not used for kit items.

In the Equipment code field, use the lookup to select the appropriate code if applicable for the kit item as a whole.

Note: Typically, if the kit includes equipment, an equipment code would be associated with the equipment in the kit but not with the kit item itself (in which case you would leave this field blank for the kit item).

In the Make field, use the lookup to select the appropriate make if applicable for the kit item.

Note: Typically, a Make might be associated with one or more members of a kit but not with the kit item itself (in which case you would leave this field blank for the kit item).

In the Model field, use the lookup to select the appropriate make if applicable for the kit item.

Note: Typically, a Model might be associated with one or more members of a kit but not with the kit item itself (in which case you would leave this field blank for the kit item).

Leave the OEM number fields blank.

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

In the Tracking Configuration field, use the lookup to select the appropriate code if applicable for the kit item as a whole.

Note: This field is only available for items that have equipment codes. Since an equipment code is typically associated with an equipment item within a kit but not with the kit item itself, this field is usually not available for the kit item.

Leave the Copy yield field blank.

Note: This field is only available for items that have service codes; kit items typically do not have service codes.

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

In the Out cost group field, use the lookup to select the out cost group with which you would like to associate this item.

Note: For kit items, the system should use the out cost group associated with each member of the kit item.

In the Base out cost region, 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.

Important: 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:

Check the Returnable checkbox if this kit item can be returned.

In the Core charge item field, use the lookup to select the core charge item that indicates the core charge amount you want charged with this item if applicable when the item is sold.

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

Check the Serviceable as item checkbox if 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.

In the Contract base distribution code >field, use the lookup to select the code used to default deferred and contract revenue distribution to the contract item if applicable.

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.

Prices TabPrices Tab

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 price level was selected, enter the price assigned to the item. If the Margin, Markup, or Percent of Default method of price level was selected, enter the percent to 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 down.

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.

Vendors TabVendors Tab

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 have only 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.

Bin Defaults TabBin Defaults Tab

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.

Warehouses TabWarehouses Tab

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. E-agent 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].

Units TabUnits Tab

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.

Assembly Kits TabAssembly Kits Tab

Click the Assembly Kits tab to bring it forward.

In the Kit Type field, use the lookup to select one of the following:

Assembled Kit: Select this option if the kit includes hard goods such as cartridge manufacturing, fuser rebuilds, or any tangible items that are valued in inventory, and is used for preventive maintenance.

Parts Kit: Select this option if the kit includes bagged-type items such as items the dealer might buy as component parts for creating preventive maintenance kits.

Sales/Purchasing Kits: Select this option to identify a collection of items that you buy or sell as a group.

In the Costs region, do the following:

In the Estimated labor rate per hour field, enter the estimated amount charged for the item to be assembled, refurbished, or packaged.

Note: This amount will be allocated to the item’s cost. You can change this amount during the refurbish, assembly, or package activity.

In the Estimated labor hours per unit field, enter the estimated hours it will take to assemble, refurbish, or package this item(s).

Note: This amount can change during the actual refurbish, assembly, or package activity.

In the Default overhead per unit field, enter the amount of overhead charged per unit.

Note: This amount is added back to the item’s cost. This can change during the refurbish, assembly, or package activity.

In the Item field, use the lookup to select an item required to assemble, refurbish, or package together.

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, assembly, or package activity.

In the Quantity field, enter the quantity of the item needed to assemble, refurbish, or package.

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

Repeat Steps 3 to 6 until all materials are added to the Assembly Kits tab.

Note: You can add and remove any materials during the refurbish, assembly, or package activity.

Related Items TabRelated Items Tab

Click the Related Items tab to bring it forward.

To offer customers or sales personnel a defined list of items for orders associated with this item, do the following:

In the Item field, use the lookup to select the item you want identified as related to this piece of equipment.

In the Yield override field, enter the expected yield for the supply item when used in this equipment item.

Note: This field overrides the Copy yield field on the supply items.

Click [QuickAdd] to add the related item to the list.

To enable an item to be purchased by the customer online using e-info, do the following:

Select the item.

Click [e-info Enable].

Custom Properties TabCustom Properties Tab

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.

Completing the TransactionCompleting the Transaction

Click [OK] to save the new inventory item.

For additional information on Equipment Items, refer to the following topics:
Additional Info - More Information
Additional Info - Attachments