{"id":1663,"date":"2014-11-24T16:30:43","date_gmt":"2014-11-24T21:30:43","guid":{"rendered":"http:\/\/certek.com\/kb4\/?p=1663"},"modified":"2023-06-15T15:11:52","modified_gmt":"2023-06-15T19:11:52","slug":"item-record-102-basic-info-tab","status":"publish","type":"ht_kb","link":"https:\/\/certek.com\/kb4\/knowledge-base\/item-record-102-basic-info-tab\/","title":{"rendered":"Item Record Basic Info Tab"},"content":{"rendered":"

Item records<\/b> are used to store information about the merchandise in your store.\u00a0You should have one item record for each distinct product or service you carry (ex.<\/strong> a t-shirt).<\/span><\/p>\n

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Each item record has a unique item code and may represent unique merchandise or even a group of similar items. We’ll explain the item code later in this article.<\/p>\n

All item records are required<\/strong> to have a description, item code, category code, and vendor code. A manufacturer code is not required.<\/p>\n

The category code is used to specify which product category the item record is a member of. The vendor code is used to specify which vendor you normally acquire the item from. You can also select “NONE<\/strong>”\u00a0if you don\u2019t want to specify a vendor, as it is not required.<\/p>\n

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There are a few ways to get to the “Item Records<\/strong>” screen.<\/p>\n

The first way is to click on the “Items<\/strong>” icon.<\/p>\n

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The second way is from the “Main Menu<\/strong>,” go to \u201cInventory<\/strong>\u201d and then \u201cItem Records.<\/strong>\u201d<\/p>\n

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Or choose “Item Records<\/strong>” from the “Go<\/strong>” pull-down menu (“Alt-G<\/b>” then “I<\/b>” on your keyboard).<\/p>\n

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Either click the “Add a New Record<\/strong>” button or press “F3<\/strong>” on your keyboard.<\/p>\n

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(If you need to edit an item, select the item you want to edit and click “Edit This Record<\/strong>” button or “F4<\/b>” on your keyboard. This way, you can look at the item record details. See Record Screen Basics<\/span><\/a>\u00a0<\/strong>for more navigation instructions).<\/span><\/span><\/p>\n

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Item records are divided into to the following tabs: Basic Info, Inventory Details<\/span><\/a>, Codes & Measures<\/span><\/a>, Pictures & Menus<\/span><\/a>, Notes & Descriptions<\/span><\/a>, Internet Store<\/span><\/a>, Qty Breaks & More Prices<\/span><\/a>, Custom Fields<\/span><\/a>,<\/strong><\/span> and F4 = Activity<\/span><\/a><\/strong><\/span>. This article covers the Basic Tab.<\/p>\n

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Item Description<\/b> \u2013 Enter the inventory Description of the Item. This description will appear on the Cash Register screen, on printed reports, and in menu lists where this item is displayed. This is also the default description for merchandise item labels, sales forms and receipts, invoices, and purchase orders. The text in this description can also be used in the Customer List search criteria. This is a required field; you must<\/strong> select or enter a non-blank Description.<\/p>\n

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Item Code<\/b> (SKU) \u2013 Enter a unique code that will identify this item. Item Codes may be from 1 to 20 characters long, and may contain letters, numbers, spaces, and most punctuation. The Item Code may be automatically generated by the system if you have told it to do so. In this case, the Item Code field will start out as \u201c<<AUTO>><\/strong>\u201d. If you are using an automatically generated item code, then the code will be generated when you save the record.<\/p>\n

\"\"<\/a>Alternatively, you can type in a specific code if you don\u2019t want to use the automatic code.<\/p>\n

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Please see the Numbering Schemes<\/span><\/a><\/strong><\/span> article for more information about automatic numbering. When you attempt to save a record with an existing code, a message box will open, indicating that the number is already assigned. It will give you the option to merge this record into the existing record with the same code.<\/p>\n

UPC<\/b> (GTIN) \u2013 Scan or type in products pre-printed bar code or abbreviation for this item. This could be a Universal Product Code (UPC) bar code, the Global Trade Identification Number (GTIN), or a quick abbreviation that you make up. The cash register will find items by this code and display the Item Code after a successful search. See also Codes & Measures<\/span><\/a><\/strong><\/span>, where you can add as many codes as you need.
\n\"red<\/a>\u00a0If you don’t want to use this field, there is an option to skip over it when you are pressing Tab or Enter. See Item Record Screen Options<\/span><\/a><\/strong><\/span>\u00a0for details.<\/p>\n

Category<\/b> \u2013 Select the Category code for this item from the pull-down menu. Select Edit List<\/em> from the pull down to add a new category or click on the edit icon \"\"<\/a>\u00a0to edit the category you have selected.\u00a0This is a required field; you must select a valid Category.<\/p>\n

Manufacturer<\/b> \u2013 Select the Manufacturer or Publisher of this item.\u00a0Select\u00a0Edit List<\/em> from the pull down to add a new manufacturer or click on the edit icon \"\"<\/a>\u00a0to edit the manufacturer you have selected.
\n\"red<\/a>\u00a0If you don’t want to use the manufacturer fields, there is an option to hide them.\u00a0See Item Record Screen Options<\/span><\/a><\/strong>\u00a0for details.<\/p>\n

Manufacturer\u2019s P\/N<\/b> \u2013 Enter the part number that the maker of this product uses to uniquely identify this product. This is not the UPC code.<\/p>\n

Preferred Vendor<\/b> \u2013 Select the main Vendor for this item. This is the vendor that you are most likely to purchase from. Select Edit List<\/em> from the pull down to add a new vendor\u00a0or click on the edit icon \"\"<\/a> to edit the vendor you have selected. This is a required field; you must select a valid Vendor or choose “NONE – No Vendor \/ Don’t Care<\/strong>.”<\/p>\n

Vendor\u2019s P\/N<\/b> \u2013 Optionally enter the Vendor\u2019s part number or product code for this item. This code is what your supplier uses to refer to this item and will appear on Purchase Orders, sometimes called style number.<\/p>\n

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Consignment Item?<\/b> \u2013 If this item is not owned by the store and you will have to pay for it when it is sold, then select “Yes<\/strong>.” Otherwise, leave it at “No<\/strong>.” The details of the consignment are revealed only if it is consignment.<\/p>\n

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You can choose to use the consignment settings from the Vendor Record or enter them here by un-checking the “Use Consignment Settings from Vendor Record?<\/b>” check box. The settings are the same as those in the Vendor Record<\/span><\/a><\/strong><\/span> Consignment Tab.<\/p>\n

If the item you are adding is not using the vendors default Consignment Cost Model, then un-check the “Use Consignment Settings from Vendor?<\/strong>” box. This will open the field for Consignment Cost Model and allow you to price the item as needed.<\/p>\n

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Consignor Receives a Percentage “Split” of the Standard Retail Price (Before Discounts)<\/em> – This option indicates that any discount given when this item is sold comes out of the Store’s Share of the consignment split.
\nConsignor Receives a Percentage “Split of the Actual Sale Price (After Discounts)<\/em> – This option shares the discount with the vendor. The percentage split will be calculated on the “Sold For<\/strong>” price.
\nConsignor Receives a Percentage “Split” of the Retail Price, Minus All Discounts<\/em> – This option means that the discount is not shared and only comes out of the consignors share of the split.
\nConsignor Receives a Fixed Amount Based on the Item’s Standard Cost<\/em> – This option allows you to set a specific cost for the consignor and is not influenced by your retail price.<\/p>\n

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Standard Cost<\/b> \u2013 Enter your cost for this item. If using a pricing model that involves a markup formula, the retail price will be based on the amount entered in this field. The real cost that gets associated for your inventory value is based on this cost upon receiving, unless you have a different cost on a purchase order, which will\u00a0superseded<\/span>.<\/p>\n

\"red<\/a>\u00a0If you are not authorized to view costs, all cost-related fields will be hidden. You must \u201cLog In<\/strong>\u201d (by pressing F5<\/strong>) or select the \"Cost<\/a>\u00a0Costs Hidden button on the left side of the screen, with appropriate authorization.<\/p>\n

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Unit of Cost<\/b> \u2013 Select the unit of cost for this item, such as \u201ceach<\/b>,\u201d “case<\/b>,” \u201cfoot<\/b>,\u201d \u201counce<\/b>,\u201d \u201chour<\/b>,\u201d etc. Most of these units have no special interpretation and will just be used to print on sales slips and purchase orders if there\u2019s room. A few have special behaviors:<\/p>\n

Per Case<\/b> \u2013 For items that you order in different units than you sell\u2014that is, you order a box, or case, or roll, of (for example) 100 pieces, but sell them as individual pieces\u2014you should set the unit of cost to \u201cper case<\/strong>.\u201d You\u2019ll then be prompted for the case size. The cost you enter should be the cost of a whole case. The piece cost will be automatically computed and displayed at the end of the line.<\/p>\n

When you process Purchase Orders, the order quantities will be in cases, but the QOH (Qty On Hand) and Qty Requested will be in individual pieces (with the case size shown in the UNIT column).<\/p>\n

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For more information on Items Per Case, click here<\/a><\/strong>.<\/p>\n

Per Square Foot<\/strong> \u2013 In this case, the actual cost used for this item (and any resulting Formula Price) will be based on multiplying the Standard Cost by the Width times the Height of the item (Width and Height are in the Codes & Measures<\/span><\/a><\/strong><\/span> tab\u00a0and are in inches, so the result will be divided by 144).<\/span><\/div>\n

Per United Inch<\/strong> (UI) \u2013 Like \u201cPer Square Foot,\u201d but the calculation is based on Width plus Height, rounded up to the next even multiple of two, still in inches. This is a metric traditionally used for custom picture framing.<\/p>\n

Pair<\/strong>, dozen<\/strong>, etc. \u2013 Some units of measure have an associated quantity. These work just like \u201cPer Case,\u201d but the \u201ccase\u201d size is fixed.<\/span><\/p>\n

Average Cost<\/b>\u00a0\u2013\u00a0<\/span>This read only field displays the average cost and is calculated every time you receive merchandise or manually add merchandise to inventory, and is computed for all costing methods, even though it is only used for Cost of Goods Sold with the Average Cost method.\u00a0<\/span><\/p>\n

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Pricing Model<\/b> \u2013 Select the method of calculating the retail price (and sometimes cost) for this item.<\/p>\n