ITEM INVENTORY > MAINTENANCE

 

Item tab

Item Cont tab

Pricing tab

Picture tab

Documents tab

Notepad tab

Price Tag tab

 

 

In addition to searching for items, this window allows you to review, add, edit, delete, and export the information you find.  Note you cannot delete any item that has a quantity on hand, a quantity on an invoice, or a quantity on order.

LOCATION

Clicking this button with an item highlighted will show you a screen showing the quantity information for a given location.  For more information, see Item Inventory > Location.

EXCEL

Clicking this button will export your search results to Excel.

 

When you are first creating an item, there is also a Clear Fields button beneath the Cancel button.

 

ITEM

The identifier for this item.  Also known as item code.  There is a limit of 20 characters.  This is a required field.

ACTIVE (CHECKBOX)

If this is checked, this item is active. 

STOCK (CHECKBOX)

If this is checked, this piece is a stock item.  It is an item we normally stock.

OBSOLETE (CHECKBOX)

If this is checked, this item is obsolete.  If an item is obsolete, you can sell the quantity you have on hand and on order but you cannot sell more.

SUBSTITUTED (CHECKBOX)

If this is checked, this item has been substituted by another item.  When this is checked, the description field becomes the Substituted to field and will show what the substituted item number is.  This is similar to Item Inventory > Update Key except the Update Key function has additional options.

DESCRIPTION

The description for this item.  There is a limit of 50 characters on this field.  This is a required field.

INVENTORY TYPE

This is to categorize the item by inventory type code, such as Appliances, BBQ, or Lawn & Garden.  The Inventory Type can have GL accounts associated with it to separate revenue.

BRAND

This is the brand code.  This is a required field.

PRODUCT CAT

This is to categorize the item by product category code.  This is a required field.

UNIT OF MEASURE

The unit you purchase and sell this item as; typically, each.  Are you selling each of the item, a box of the item, a foot of it, etc.?

MISC

If you have a miscellaneous code you want to automatically populate on an invoice when this item is added to an invoice, you can add it here.

COMMENT

If you have a comment code you want to automatically populate on an invoice when this item is added to an invoice, you can add it here.

MAIN STOCK

Shows the quantity on hand of this item in Main Stock.  This is a hyperlink.  Clicking this will open the same window as Item Inventory > Location.

LOCATION

Shows how many of this item are in locations other than Main Stock.  This is a hyperlink.  Clicking this will open the same window as Item Inventory > Location.

TOTAL

Shows how many of this item are on hand in all locations.

WRITTEN

Shows how many of this item are written on open invoices.  Also referred to as Work in Progress.  This is a hyperlink.  Clicking this will open the same window as Item Inventory > Written.

AVAILABLE

Shows how many of this item you have available to sell.  The formula is quantity on hand minus the number written to invoices.

COMMITTED QTY

Shows how many of this item are committed to open invoices.  This is a hyperlink.  Clicking this will open the same window as Item Inventory> Written with ‘Show Committed Items on Open Invoices’ checked.

AVG COST

Shows the calculated average cost of these items on hand.

LAST COST

Shows the cost of the last item received.

LANDED COST

Shows the cost of the item once all the freights, duties, and additional import fees are added.  This is a manually maintained field commonly imported through Tools > System Maintenance > Tables > Price List Templates; it is not calculated by EPASS.

QOO

Shows the quantity on order for this item.  This is a hyperlink.  Clicking this will open the same window as Item Inventory > Purchase.

COLOR

The color of the item.

EQUIVALENT #

The item code for the equivalent item.  This is a hyperlink.  Clicking on it will open the equivalent item details.

BAR CODE

The barcode for the item.

SKU #

The SKU for the item.  A SKU is an in-house item number commonly used to hide the real item number to stop people from shopping around.  SKU numbers can be enabled in Tools > System Maintenance > Variables > Item Inventory > General tab > Auto Assign SKU Number.  You can contact our technical support team to run utilities to populate SKU numbers for all current item inventory.  Your staff does not need to know the SKU numbers; you can search by both the real item number or by SKU to bring up the same item.

BIN LOCATION

The bin code location for the item.

PRINT LABELS (CHECKBOX)

If this is checked, labels for this item will be set to print by default.  For most items, you will want labels but small items, such as screws, you may not want labels for.

ITEM AUDIT TRAIL

Opens the audit trail for this item.

PRICES BOX

Shows the list prices setup for this item.

AUTO RECALCULATE LIST PRICE (CHECKBOX)

If this is checked, the item list price will automatically be recalculated when the cost changes.  You must also enable Tools > System Maintenance > Variables > Purchasing > General tab > Recalculate Item Prices for this to happen as part of the purchasing process.  This checkbox is also associated with Update Pricing on Import on the Pricing tab.  In both cases they restrict pricing from being updated.  Most companies have items they will always sell for $19.95 regardless of the cost and this is where these two options come into effect.

LINK

Provides a space to add an external link for the item such as a website or a PDF with additional details.

BLANK NOTE SPACE

You can use this space for any additional information you want to add about this item.  This note is visible in Invoice Detail to help the sales staff.

 

ITEM CONT TAB

 

SUPPLIER and SUPPLIER COST

Shows where you get this item from and the related cost associated with that supplier.  You can have up to 3 different suppliers per item.  The first one in the list is the primary supplier of this item for you and that is the only supplier that will automatically add the item to a Purchase Order as part of the Purchasing > Reports > PO-12 Recommended Purchase Order process.

MARKUP

The markup code for this item.  Typically, the markup is set by brand but you can change it for individual items here.  See Markup Table for more information.

SHIPPING METHOD

The code for the shipping method used.  This is primarily used by parts distributors.  See Shipping Method Table for more information.

WARRANTY (MONTHS)

How many months is the manufacturer’s warranty for this item?

MIN and MAX

The total minimum and maximum quantity you want on hand for all locations.  The minimum is how many you have on hand before ordering more.  The maximum is the most quantity on hand you want to have.  The minimum and maximum are maintained per location in Item Inventory > Location.

UPDATE MIN/MAX ON IMPORT (CHECKBOX)

If this is checked (default), the min/max for this item will be updated when running the Import Min/Max Utility.  If you do not want it to be updated by this utility, uncheck this box.

EOQ

Economic Ordering Quantity.  If this item comes in quantities higher than 1, you want to specify the quantity here.  If you have to order a box of 10 every time, this number will be 10.

ORDER RATIO

The first number is the total individual items that will be received and the second number is the total you are ordering.  If you order 1 box of the item and 10 items are in a box, the ratio will be 10:1.  Inventory TO Purchasing.

QOO

Shows how many you currently have on order.  This is a hyperlink.  Clicking this will open the same window as Item Inventory > Purchase.

RETURNED

Shows how many of this item have been returned to the vendor through negative purchase orders this year to date.

YTD/LAST YEAR/PREV LAST YEAR

These show the total sales for the last 3 years separating warranty and non-warranty sales.  These are all hyperlinks.  Each one will open the same window as Item Inventory > Sales.

ORIGINAL COST

Shows the original cost of the item before any importing fees are added.  This is a manually maintained field commonly imported through Tools > System Maintenance > Tables > Price List Templates; it is not calculated by EPASS.

LANDING FACTOR

Shows the factor the original cost is multiplied by to reach the landed cost.

LANDED COST

Only used if Landing Factor is filled in.  This is the original cost multiplied by the landing factor.

REPLACEMENT COST

Shows how much it will cost to replace this item.  This is a manually maintained field commonly imported through Tools > System Maintenance > Tables > Price List Templates; it is not calculated by EPASS.

EFFECTIVE DATE

This shows the date the Replacement Cost takes effect.  Informational only; EPASS does not do anything based on this date. 

ABC RATING

Not used.

TAXES (CHECKBOX)

Shows the taxes that apply to this item.

WEB FEATURED (CHECKBOX)

This is part of our Distributor Website integration and indicates if this item is shown on the website.

WEB ACCESSORY (CHECKBOX)

This is part of our Distributor Website integration and indicates if this item is marked as an accessory on the website.

WEB MISC (CHECKBOX)

This is part of our Distributor Website integration and indicates if this item is marked as a miscellaneous product on the website.

WEIGHT/HEIGHT/LENGTH/WIDTH

Shows the dimensions of the item.

LAST ORDERED/LAST RECEIVED/LAST SOLD

Shows the date the item was last ordered/last received/last sold.  This is system maintained.

CREATED/MODIFIED

Shows who created and modified the item and the date the action was done.

 

PRICING TAB

 

MARKUP

The markup code for this item.  Typically, the markup is set by brand but you can change it for individual items here.  See Markup Table for more information.

COST TYPE

Shows the cost type being used by the Markup for this item.

AVERAGE COST

Shows the calculated average cost of these items on hand.

LAST COST

Shows the cost of the last item received.

NEW COST and CALCULATE PRICES

You can enter a new cost into this field and click the Calculate Prices button to recalculate the prices shown in the price table based on the new cost.  The new cost will update the cost indicated by the cost type.

SUGG LIST and DISCOUNT %

Only used when you receive a Suggested List and Discount % from your distributor instead of a cost.  This will calculate your cost based on the values entered into Suggested List and Discount $ and then the Markup table will use that cost to calculate the list prices.

ORIGINAL COST

Shows the original cost of the item before any importing fees are added.  This is a manually maintained field commonly imported through Tools > System Maintenance > Tables > Price List Templates; it is not calculated by EPASS.

LANDING FACTOR

Shows the factor the original cost is multiplied by to reach the landed cost.

LANDED COST

Only used if Landing Factor is filled in. This is the original cost multiplied by the landing factor.

REPLACEMENT COST/EFFECTIVE DATE

Shows how much it will cost to replace this item and the date this cost becomes effective.  This is a manually maintained field commonly imported through Tools > System Maintenance > Tables > Price List Templates; it is not calculated by EPASS.

PRICE TABLE

UPDATE PRICING ON IMPORT (CHECKBOX)

If this is checked, prices will be updated when you import a price list.  This checkbox is also associated with Auto Recalculate List Price on the Item tab.  In both cases they restrict pricing from being updated.  Most companies have items they will always sell for $19.95 no matter what their cost and this is where these two options come into effect.

SALE PRICE

 

PICTURE TAB

 
 

You can upload a picture of the item, if desired.  In this window, you can find and remove a picture as well as resize it.  Smaller pictures are best.

If you have an image attached, the path to the picture will be displayed at the bottom by ‘Picture:’ and you will see a camera icon on the picture tab.

 

DOCUMENTS TAB

 

You can attach documents to the item here.  You are not restricted in what you attach and EPASS doesn’t actually save the document(s) you attach here.  EPASS saves the path to the document so it is important to have all documents accessible in a shared network path that everybody has access to.

You can add, edit, delete, and show documents.  Like with the Picture tab, you will find an icon noting there are files attached.

 

NOTEPAD TAB

 

You can add a note to the item and EPASS will show you the date, time, and user that added the note.  You can review, add, edit, and delete notes.  You will also see an envelope icon on the tab, if there is a note.

Field 1-5 can be renamed and made required in Tools > System Maintenance > Variables > Item Inventory > Titles.  These fields are useful for tracking details.

 

PRICE TAG TAB

 

If you want to create your own price tags for printing via Crystal Reports, you can do that here.  This field is open format.