Option 4Products

The Products file contains a record for each product in inventory. Products in this file can be raw materials, standard inventory products, nonstock items (including services), or manufactured goods.

Each product is identified both by a product number and by a product alpha. You can use the product alpha to locate a product if you do not remember the product number. For each product, a substitute product can be specified, which will be available during Order Entry if the original product is unavailable.

Records in the Products file are tied to Product Classes records, which include General Ledger account numbers. Because of this, transactions involving each product can be posted to the appropriate General Ledger accounts.

Select “Products” from the File Maintenance menu. Here is the Products entry screen:

Products screen

Certain fields on the screen do not apply if the Accounts Payable, Accounts Receivable, Purchase Orders, Order Entry, Commission Accounting, or Sales Analysis applications are not part of the system. Also, certain entries on this screen will be automatically displayed. If an asterisk (*) appears next to one of the fields listed below, it indicates a “display-only” field, which cannot be changed.

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Product

Enter up to 12 characters to identify the product. This is the code that is used to reference or recall the record elsewhere in the system.

Product Alpha

Enter a unique code of up to 12 characters for this product. The code that you enter allows you to locate the product if you do not know the product number. Also, the system will use this code to sort data for reports.

Description

Enter up to 30 characters to describe the product.

If this field is changed, the system automatically changes this field on all Products By Warehouse and Products by Vendor records that include this product.

Product Class

Enter a code to identify the product class to which this product belongs. You can use the Scan option to find an appropriate entry. The product class you enter must be in the Product Classes file. The system displays the description from the Product Classes file so that you can verify your entry.

The Product Classes record identifies the General Ledger accounts that are used for this product.

If this field is changed, the system automatically changes this field on all Products By Warehouse and Products by Vendor records that include this product. However, purchase orders (in the Purchase Orders file) are not changed.

Unit of Measure

Enter up to 4 characters to describe the stockkeeping unit of measure for the product. For example, if shirts are stored by the package in inventory, you would enter ‘Pkg’ here.

This field is for your information only. It is occasionally displayed for reference on other records.

Stock Item?

Enter ‘Y’ or ‘N’ to specify whether or not this is a regularly stocked product.

Y: This is a regularly stocked product. Sales invoices posted with this product number will reduce on hand quantities on Products By Warehouse records that include this product.

N: This is a nonstock product. You can also enter ‘N’ here for a service (for example, installation or repair). Sales invoices entered with this product number will not reduce on hand quantities.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Items Per UM

Enter up to 5 digits to specify the number of individual items included in the unit of measure. Using the example given for the Unit of Measure field, if each package (unit of measure) contains 3 shirts, you would enter ‘3’ here.

This field is for your information only.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Taxable?

Enter ‘Y’ or ‘N’ to specify whether or not this product is subject to sales tax when sold.

Y

This product is subject to sales tax.

N

This product is not subject to sales tax.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

UM Per Ship Carton

Enter up to 5 digits and 2 decimals for the number of units of measure in the shipping carton used for this product. Using the Unit of Measure example, if shirts are shipped in cartons that contain 4 packages (units of measure), you would enter ‘4’ here.

This field is for your information only.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Drop Shipments OK?

Enter ‘Y’ or ‘N’ to specify whether or not this product can be drop shipped from the vendor directly to the customer’s site.

Y

This product can be drop shipped.

N

This product cannot be drop shipped.

Drop shipped products are products in transit (from the vendor directly to the customer) that are assigned to the “dummy” warehouse specified in the Parameters file.

A drop shipment is recorded as on hand inventory on Products By Warehouse records for the drop ship warehouse until a sales invoice is posted against it.

UM Package Size

Enter up to 12 characters to describe the size or dimensions of the package. This field is for your information only.

Post Detail to SA?

Enter ‘Y "to transfer detailed information from this application to the Sales Analysis application, for use in sales reports.

Enter ‘N’ if the Sales Analysis application is not included in your system, or if the transfer of summary information from this application to the Sales Analysis application will suffice.

This entry can be specified or overridden in the Products By Warehouse file if not appropriate at the product level.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Shipping Weight

Enter up to 5 digits and 2 decimals for the weight of the product when it is packaged for shipping. This amount should reflect a consistent, standard unit of measure (for example, ounces, pounds, or tons).

Commission Amount

If your salespeople receive a fixed commission for this product, enter up to 5 digits and 2 decimals for the dollar amount of the commission per unit of measure.

Freight Class

Enter up to 3 digits to identify the freight class under which this product, as packaged for shipping, is shipped. If the Order Entry application is part of the system, this freight class must be on file in the Freight Classes file. If the Order Entry application is part of the system, you can use the Scan option to find an appropriate entry, and the system displays the corresponding description so that you can verify your entry.

Estimated Freight %

Enter up to 3 digits and 2 decimals to specify the percentage used to cover the estimated freight cost of the product. The estimated freight option must be selected in the Parameters file. (This option is described in the Special Considerations section of this manual.)

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Sub Product

Enter a code to identify a product that can be substituted for this product if this product is not available. The product number you enter must be on file in the Products file. The system displays the description from the Products file so that you can verify your entry.

If the Order Entry application is part of the system, it will use the substitute product number on orders if this product is unavailable.

Sub Product Name*

The system displays the description of the substitute product.

Product ABC

You can enter ‘A’, ‘B’, or ‘C’ to classify this product. This field is optional.

The ABC classification can be used to sort products for reports or inquiry on a dollar or liketype basis. It can also be used to select products with similar cost or turnover for partial physical inventory.

This selection serves as the default in the Products By Warehouse file. It can be overridden in that file.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

Cycle Count

Enter up to 2 digits to specify the number of times per year that physical inventory should be taken for this product.

Cycle counts provide another classification for selecting products for physical inventory.

Physical Type

Enter up to 3 characters to provide an additional classification for this product.

The physical type can be used to group products of similar types when a partial physical inventory is taken. It can also be used to sort products for reports and inquiry.

If this field is changed, the system automatically changes this field on all Products By Warehouse records that include this product.

The entered data is validated. Press RETURN to save the information on this screen.

Select Next Record to go to the next Products record.

At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products file.