Lesson 104 Item Record Basics

Basic Info Tab

1 – As a reminder the video instruction series assumes that you have the Deluxe edition. Some of the features covered require the Deluxe Edition and some of the features are optional and may be turned off or on. If you don’t see the feature being described on your screen, take a look at Optional Features under Tools, Program Options. You can also simply switch to use the built-in Sample Data.

2 – Item Records is where most of your inventory information is stored. You will probably spend more time in this screen, so we will cover it thoroughly.

3 – The fastest way to get to an item record is the top toolbar. By default, the “Items” button is visible. Click to open a new screen with a list of all your items. For now, let’s just select any one of the items in the list by double-clicking on it. You can also highlight the item and press F4 or Click or Touch the Edit This Record button.

4 – You now see the Item Record Screen with the various tabs to help organize all the information contained in this record.

5 – The Basic Tab is the most important.  It starts with the Item Description. This is the description that appears on customer receipts. It is limited to 40 (50?) Characters so it can all fit on one line on a standard 40-column receipt. There is a way to have longer descriptions, discussed later.

6 – The Item Code is the next field. Sometimes this field is called a SKU, which stands for Stock Keeping Unit. We will keep it simple and just call it the Item Code. Remember that Codes in Artisan are simply a short name that represents an underlying record of more information. Item Codes must be unique and may have letters and number and some symbols. Item Codes are limited to 19 (25?) characters. Artisan has a complete automated number system to help make it easier for you. Please refer to the Lesson 101 Numbering SchemesGetting Started Video for more information on that. When you save a new item record, Artisan will assign you a new item code.

7 – The next field is the UPC code, known internationally as GTIN. This is intended to store the large bar code number that comes on most mass produced items. Click on this field and scan the product with your bar code scanner. Don’t worry about this field if your products doesn’t come with a bar code.

8 – Category is a pull down menu to help you quickly, and correctly, choose which category this item belongs to. Items can only belong to one category, except for the Internet Store case, discussed later.  You can click on the pull-down and type the first letter of the category CODE to take you to that letter in the list OR you can use the scroll bar on the left to find your selection. Then press Enter to make your choice. You will also notice the icon to the right of the pull down. This is the Edit Record icon and you can click here to edit the Category record. Ctrl-F4 also works. To close the category record, click on the “Close Screen” button in the top right corner.

*** Consignment Items must be indicated by selecting Yes in the Consignment Item Field.

9 – You can also select the Manufacturer and put in the Manufacturers part number in the next two fields. If you do not use the Manufacturer information for your items this field can be removed from this screen in Item Record Screen Options.

10 – The main Product Picture is displayed in the top right hand corner of the item record screen. You can click or touch it to bring up the picture viewer where you can thumb through all the images for this item.

11 – The next row is dedicated to Vendor Information. The Vendor is a required field. You must select a vendor or choose NONE, if you really don’t care about the vendor for this item. Click on the pull down to select your vendor, or type the first letter or scroll through the list. If this is an in-house product or service, create a vendor record for your own company.

12 – The Vendor’s Part Number is the number that is known by your vendor and the number you would put on a Purchase Order.  Usually these numbers are unique, but not always. If you are planning on reordering this item, it is a good idea to put in the correct number here.

13 – More Vendors is currently scheduled for Artisan Version 4.4.

14 – Standard Cost is the amount you would normally pay to purchase this item from your Preferred Vendor. If your vendor is running a promotion, then simply put the promotional price on the PO or edit the receiving log to reflect what you actually paid. Keep the normal price in the Standard Cost field.

15 – Unit of Measure. If you purchase this item by the case or if you sell it by some other measure, you can select that here. “Each” is the default measure for most items. You may create your own units of measure if needed. If you use a case quantity the Standard Cost would be the cost of the case, Artisan will then calculate the individual item cost. Items will then be ordered by the case but received as individuals. The QOH would also show the individual items.

16 – The Pricing Model is a critical component to automatic pricing or if you want to set initial pricing based on a particular scheme. A pricing scheme helps you consistently calculate pricing based on a variety of criteria. For example if you want to set your markup to be 2 times your cost (This is the Keystone markup formula). You can specify this scheme in the Category or Vendor record. You may also directly choose a scheme by choosing, “Use Specific Pricing Scheme”. However it is not required to actually USE a specific pricing model in order to take advantage of some of its features. If you put in a markup formula in the Vendor Record and then enter a cost in the Item Record, Artisan will automatically fill in the price for you based on the formula in the Vendor Record. This is also true for the Category Record. If you have a formula in both the Vendor Record and the Category Record, preference is given to the Category. Once it has generated a price for you, you may change it to whatever you want as long as you have “Set Price Manually” selected. If you subsequently change the formula after the price has already been generated, the price will NOT be updated automatically, unless you specify to use a particular pricing model. Please see Pricing Scheme Basics for help creating your own pricing schemes.

17 – Caution should be used when using the automatic settings if you print prices on your stickers. It is easy to change your price in the system by changing the cost or MSRP, or by changing your formula. Every item using that scheme will have its price updated. Your customers will be concerned when the item’s price printed on the sticker does not match the price that is rung up in the Sales Screen.

18 – The Formula Price is the price that would be set if you did use the pricing scheme. This price will be updated as your costs and formulas change. This field is not visible if you set a specific pricing model.

19 – Retail Price is of course a critical piece of information. This is the price that will come up in the Sales Screen if the current price level is set to Retail. The margin will be calculated for you to the right. This formula is “1 -(Cost / price)”.

20 – List Price (MSRP) is the Manufactures Suggested Retail Price. This price may be used in the calculations for some of the pricing scheme options.

21 – Availability helps you keep track of the status of this item. For example, If you no longer wish to sell this item, then you may mark it discontinued. Discontinued items are hidden from view unless you specifically search for them. Discontinued items will still scan in the Sales Screen, but you may get a message if you are out of stock of the item.

22 – Quantity On Hand or QOH shows how many units you have in stock.Then you can subtract the next quantity which is the reserved amount. There are several settings that affect what totals are displayed. For example you can choose to have just the AVAILABLE quantity be displayed instead of both of the fields described above. This setting can be changed in Item Record Screen Options.

23 – Retail Discount can either be a percentage or a fixed amount. If you enter a value here, you will have the option to enter discount dates if this item is going to be on sale for a specific period of time. If you have lots of items to discount, you can also discount them from the Category or Vendor Record. There is also a Bulk Change feature you can use to discount multiple items at the same time.

24 – If you have a discount in the Category or Vendor record and you don’t want this item discounted, you may check off the Disable Automatic Discounts? box. This box does not prevent you from manually discounting the item in the Sales Screen.