Item Management. SIMMS Inventory Management Software 7.3. Updated September 28, 2010

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1 Item Management SIMMS Inventory Management Software 7.3 Updated September 28, 2010

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3 Contents Item Management Adding an Item s Profile Add an Item s Profile Select an Item s Status Enter the Last/Preferred Vendor for an Item Enter the Manufacturer of an Item Set an Item s Tax Status Assign General Ledger Accounts to an Item Assign an Item to a Category/Subcategory Define the Physical Measurements of an Item Set an Item s Default Warranties Record the Lead Time Needed to Receive an Item Define an Item s Default Purchase Unit of Measure Define an Item s Default Sales Unit of Measure Enable Expiration Dates Assign an Expiration Date for an Item Enter an Item s Standard Cost Enter an Item s Standard Price Enter an Item s Repair Cost View a Snapshot of the Sales and Inventory for an Item Upload a Document for an Item Upload a Picture for an Item Assign Compatibles for an Item Define an Item s Alias Assign a Vendor for Repair Assign a Vendor Part Number for an Item

4 Record an Item s Hazardous Material Information Add an Extended Description for an Item Edit an Item s Profile Filter the Item List in the Item Manager Setting an Item s Reorder Point Define an Item s Reorder Point (Pushed-Based Supply Chain). 18 Global Settings and Item Reorder Calculations Define an Item s Reorder Point (Pull-Based Supply Chain).. 21 Setting an Item s Discount Price Enable Promotional Pricing Define an Item s Promotional Price View a List of Current Promotional Pricing Enable Price Levels Define an Item s Price Levels Copy Price Levels to other Items, Categories, or Subcategories 24 Assign a Price Level to a Customer Customizing User-Defined Fields User-Defined Fields for an Item s Unique Features Enable Unique Features for an Item Customize the User-Defined Fields Assign Unique Features to an Item User-Defined Fields on the User Defined Tab Label the User-defined Fields Add List Items to the User-Defined Lists Working with Serial Numbers Enable Serial Number Assignment for an Item Set Serial Numbers as Unique or Not Unique

5 Mandatory Serial Number Assignment Manually Assign a Serial Number for a Receipt of Goods Automatically Generate and Assign Serial Numbers Select a Serial Number for Issues and Transfers Fix On-hand Quantity and Serial Number Count Mismatch.. 33 Search for Serial Numbers and Edit Comments Stock Adjustments and Serial Numbers Add Serial Numbers to Customers Returns Assign a Serial Number During Shipping Add Serial Numbers During Kit Builds View Serial Number Reports User Serial Numbers Enable User Serial Numbers Set User Serial Numbers as Unique or Not Unique Global Settings Options for User Serial Numbers Viewing Item Reports View an Item s Transaction History View an Item s Sales History View Transactions Associated with Item Importing a Vendor s Catalog into SIMMS Connect to the SQL Server Map Your Vendor s Catalog to SIMMS

6 Item Management Item management with SIMMS begins in the Item Manager. In the Item Manager you add and edit an item s profile. In addition, you perform many tasks related to inventory management, such as setting an item s reorder point and setting an item s discount price. This document covers: Adding an item s profile. Setting an item s reorder point. Setting an item s discount price. Customizing user-defined fields. Working with serial numbers. Viewing item reports. Importing a Vendor s Catalog into SIMMS Adding an Item s Profile Items can exist within SIMMS with very few details, but every item must have the following four details: Item Code A unique reference code for your item. You cannot duplicate an item code. Your item code can be up to 30 characters long. Item Description A short description of your item. For example, bicycle, hammer, or chair. Your item description can be up to 60 characters long. If you want your item description to be unique within SIMMS, go to Setup > Settings > Global Settings > the Item & Stock tab, and then click Use Item Description Unique. Category A meaningful classification of your inventory. Your category name can be up to 50 characters long. Standard Unit of Measure The smallest unit of measure for which an item is used in a transaction. An item s standard unit of measure is its default unit of measure. The cost or price you assign to an item is the cost or price for each standard unit of measure of the item. SIMMS 7.3 Item Management Updated September 28,

7 Add an Item s Profile 1. On the SIMMS [Start page], click the Inventory menu, and then click Item Manager. Figure 1: Inventory menu The Item Manager window opens. 2. Click the New icon on the toolbar. 3. In the Type list, select one of the following item types: Figure 2: Item type Stock Item Items you stock and use regularly in transactions. Stock items are included in quantity and valuation reports. Misc. Item Items you do not stock, but may bring in as a special order, or items used for in-house activities, such as, office supplies, tools, and equipment. Miscellaneous items are not included in item quantity and valuation reports. Misc. Charge Charges you apply to customers. Such as, inspection, waste, or handling charges. 2 Updated September 28, 2010 SIMMS 7.3 Item Management

8 4. On the Primary Info tab, in the Description text box, type the item s description. By default, SIMMS sorts your items in the stock window and other item lists alphabetically by their description. 5. In the Item Code text box, type the item s code. 6. If you are using UPC codes, in the UPC Code text box, type the item s UPC. 7. In the Default Category list, select the item s default category. 8. In the Standard UM list, select the item s standard unit of measure. 9. Click the Advanced tab. In the Default Location list, select the item s default location. Select an Item s Status 1. In the Item Manager window, on the Primary Info tab, click Is Active to set your item as active. Items that are active are available for transactions. If in the future the item becomes inactive, you can return to this setting and clear the Is Active check box. 2. Click Is Salable if you wish to use the item in sales transactions. Enter the Last/Preferred Vendor for an Item 1. In the Item Manager window, on the Primary Info tab, select the last/preferred vendor for an item from the Last/Pref. Vendor list. Select your last/preferred vendor and type the VPN for the item. Figure 3: Last/preferred vendor and VPN 2. In the Pref. Vendor Part # text box, type the item s vendor part number (VPN). The VPN must be unique. SIMMS 7.3 Item Management Updated September 28,

9 By default, SIMMS updates your last/preferred vendor with the vendor from which you last purchased the item. To prevent SIMMS from updating your last/preferred vendor, go to Setup > Settings > Global Settings > the Purchasing tab, and click Last/Pref. Vendor Static. Enter the Manufacturer of an Item 1. In the Item Manager window, on the Primary Info tab, select the manufacturer of the item in the Manufacturer list. 2. In the Mfg. Part # text box, type the manufacturer s part number for the item. 3. In the Mfg. SKU text box, type the manufacturer's SKU for the item. Set an Item s Tax Status 1. In the Item Manager window, click the Advanced tab. 2. In the Taxable list, select the tax status for the item. Figure 4: Select a tax status 3. If you have selected the item s tax status as Partially Taxable, a prompt displays asking if you would like to assign the tax exemptions for the item. Click Yes. 4 Updated September 28, 2010 SIMMS 7.3 Item Management

10 The Items Tax Exemptions dialogue box opens. For each tax schedule, click the tax code that is applied to the item. Figure 5: Item Tax Exemptions 4. Under Tax Schedules, click a tax schedule. The tax codes associated with the tax schedule appear under Tax Codes. 5. Under Tax Codes, click the tax codes applied to the item. Repeat steps 4 and 5 for each tax schedule. 6. Click OK. The Item Tax Exemption dialogue box closes. Assign General Ledger Accounts to an Item If your using SIMMS general ledger, assign your item to a sales account, inventory account, and cost of sales account. 1. In the Item Manger window, click the Advanced tab. Figure 6: GL accounts for an item 2. For Sales Account, click the magnify icon. SIMMS 7.3 Item Management Updated September 28,

11 A list of chart of accounts displays. Figure 7: Chart of accounts 3. Click the appropriate sales account, and then click OK. Your selected sales account is entered into the Sales Account text box. 4. For Inventory Account, click the magnify icon. A list of chart of accounts displays. 5. Click the appropriate inventory account, and then click OK. Your selected inventory account is entered into the Inventory Account text box. 6. For Cost of Sales, click the magnify icon. A list of chart of accounts displays. 7. Click the appropriate cost of sales account, and then click OK. Your selected cost of sales account is entered into the Cost of Sales text box. Assign an Item to a Category/Subcategory In addition to assigning your item to a default category (required), you can assign the same item to other categories and to subcategories. 6 Updated September 28, 2010 SIMMS 7.3 Item Management

12 In the Item Manager window, click the Advanced tab. Figure 8: Category and subcategory 1. Under Category/Subcategory click the ellipsis button. The Category Subcategory Tree dialogue box opens. Click to assign your item to a category or subcategory. Figure 9: Assign items to a category/subcategory 2. In the Select column, click the appropriate check box to add your item to a category/subcategory. 3. Click Save, and then click Close. Define the Physical Measurements of an Item 1. In the Item Manager window, click the Advanced tab. 2. In the appropriate boxes, type the physical measurements for your item (width, length, height, volume, weight). Type the physical measurements for an item in the boxes. Figure 10: An item s physical measurements Set an Item s Default Warranties 1. In the Item Manager window, click the Advanced tab. SIMMS 7.3 Item Management Updated September 28,

13 2. In the Default Warranty on Receiving box, type the number of months an item s warranty lasts after receiving the item. 3. In the Default Warranty on Issuing, type the number of months an item s warranty lasts after issuing the item. Record the Lead Time Needed to Receive an Item 1. In the Item Manager window, click the Advanced tab. 2. In the Reorder (day) box, type the number of days it takes to receive an item after you place an order for that item. Define an Item s Default Purchase Unit of Measure When defined, SIMMS uses the purchase unit of measure for purchase transactions (not your standard unit of measure). 1. In the Item Manager window, click the Advanced tab. 2. In the Default Purchase UM list, select the item s unit of measure in which it is purchased. Figure 11: Default Purchase and Sales unit of measure Define an Item s Default Sales Unit of Measure When defined, SIMMS uses your sales unit of measure for sale transactions (not your standard unit of measure). 1. In the Item Manager window, click the Advance tab. 2. In the Default Sales UM list, select the item s unit of measure when it is sold. Enable Expiration Dates Before you can assign an expiration date to an item, you need to enable the option. In the Item Manager window, click the Advanced tab, and then click Use Expiration Dates. With the option enabled, you can then set the expiration date for the item when you receive it into inventory. 8 Updated September 28, 2010 SIMMS 7.3 Item Management

14 Assign an Expiration Date for an Item You assign an expiration date for an item when you receive it into inventory. If you assign an expiration date for an item, you also need to assign a manufacturer lot code for the item. 1. On the Modules menu, point to Purchasing, and then click New Receipt of Goods. 2. Process the receipt of goods as you normally would, but on the Details tab, in the Manufacturer Lot list, select a manufacturer lot. You must assign a manufacturer lot to an item if you assign an expiration date. Set the expiration date for items during the receipt of goods. Figure 12: An expiration date is assigned during a receipt of goods. 3. Click the Expiration Date check box, and set the expiration date in the date box. 4. Compete your receipt of goods. SIMMS can alert you when an item comes close to its expiration date. To receive alerts for items close to their expiration dates, go to Setup > Settings > Global Settings > General tab. In the Expiration Date - advance warning of box, type the number of days before an item expires you wish to be alerted. To view a list of all items with an expiration date, go to Inventory > Operational Reports > Item Reports > Expiration Report. Enter an Item s Standard Cost The standard cost of an item is what you pay for that item. 1. In the Item Manager window, click the Prices tab. Figure 13: Cost and Prices in the Item Manager 2. In the Cost box. type the cost for your item. SIMMS 7.3 Item Management Updated September 28,

15 To have SIMMS automatically update the cost of an item with the cost you last paid for the item, go to Setup > Settings > Global Settings > Purchasing tab. Click Update when Last Cost is changing, and then click Save. Enter an Item s Standard Price An item s standard price is its normal selling price. 1. In the Item Manager window, click the Prices tab. 2. In the Price box, type the price of your item. Enter an Item s Repair Cost 1. In the Item Manager window, click the Prices tab. 2. In the Repair Cost box, type the repair cost for your item. The repair cost is used for returns during the fix or destroy process. View a Snapshot of the Sales and Inventory for an Item 1. In the Item Manager window, select an item, and then click the Prices tab. 2. Click the Snapshot icon. A concise summary of the item s sales and inventory information displays. Figure 14: Snapshot of sales and inventory information Upload a Document for an Item If your item has documents associated with it (such as data sheets, manuals, or specifications) you can upload them to SIMMS. You can then easily access the documents when needed. 1. In the Item Manager window, click the Documents tab, and then click New Document. 10 Updated September 28, 2010 SIMMS 7.3 Item Management

16 The Attach Documents dialogue box opens. You can upload these types of documents for your item. Figure 15: Attach Documents 2. Click Browse. The Find File window opens. 3. Select your file, and then click Open. 4. In the Attach Document window, click Attach. Your document is listed in the list box. 5. Click Upload, and then click Close. Your document is listed in the Documents grid on the Documents tab. Upload a Picture for an Item 1. In the Item Manager window, select an item. 2. On the Tools menu, click Pictures. SIMMS 7.3 Item Management Updated September 28,

17 The Pictures dialogue box opens. Type your picture s name in the Picture Name text box. Click the New Image icon to upload a picture for your item. Figure 16: Picture window 3. In the Picture Name text box, type the name of your picture. 4. Click the New Image icon. The Load Image dialogue box opens. 5. Select your picture, and then click Open. Your picture is uploaded into SIMMS. 6. Click the Save icon, and then click Close. To have an item s image print on your sales reports, go to Setup > Settings > Global Settings, and then click Include item images in sales transaction reports. You can upload as many images as you need for an item, but only the last image you upload for an item is the image that appears on printouts. For the best results, your images should be 4 cm x 4 cm in size (1.5 x 1.5 ). Assign Compatibles for an Item A compatible item is an item you can substitute for another item. This feature is used during kit builds when it may be necessary to substitute one item for another. 1. In the Item Manager window, on the Tools menu, click Compatible Items. 12 Updated September 28, 2010 SIMMS 7.3 Item Management

18 The Compatible Items Manager window opens. Click to add an item, this is the item to which you assign compatibles. Click to add a compatible item. This item can replace the primary item. Click the Search icon to find and retrieve items. Figure 17: Compatible Items Manager First you need to enter the item you wish to assign compatibles to. 2. In Description field, click the Search icon. The Enhanced Search window opens. 3. Enter the appropriate information for your search, and then click Find. SIMMS lists your search results in the grid of the Enhanced Search window. 4. Click to select an item, and then click Retrieve One. The Enhanced Search window closes. The appropriate information for your item is entered into the grid of the Compatible Items Manager. 5. Click Compatible. A line item is entered in the grid just below your primary item. Next add the compatible item you can substitute for your primary item. 6. In the line item for your compatible, click the Search icon in the Description field. The Enhanced Search window opens. 7. Enter the appropriate information for your search, and then click Find. SIMMS lists your search results in the grid of the Enhanced Search window. SIMMS 7.3 Item Management Updated September 28,

19 8. Select your compatible from the grid, and then click Retrieve One. The Enhanced Search window closes. The appropriate information for your compatible is entered into the grid of the Compatible Items Manager. 9. Click to close the Compatible Items Manager. Define an Item s Alias Your customer or vendor may use a different name for an item than you do. You can record this name (alias), and use the alias in transaction printouts. 1. In the Item Manager window, select an item, click the Tools menu, and then click Item Alias. The Item Alias dialogue box opens. Figure 18: Item Alias 2. In the Item Alias text box, type the item s alias. 3. Do one or both of the following: If a vendor uses this alias, in the Vendor list, select the vendor. If a customer uses this alias, in the Customer list, select the customer. 4. Click Save, and then click. Assign a Vendor for Repair 1. In the Item Manager window, On the Tools menu, click Vendor for Repair. 14 Updated September 28, 2010 SIMMS 7.3 Item Management

20 The Vendor for Repair window opens. Click to assign a vendor to repair an entire category. Select an item to assign a vendor to repair a single item. Click the check box to select the vendor for repair. Figure 19: Vendor for Repair 2. You can assign a vendor for repair to an entire category of items, or to a single item. Do one of the following: To assign a vendor for repair to an entire category, click the Use Item Category check box, and then select a category from the Category list. To assign a vendor for repair to a single item, in the Category list select a category, and then in the Item list select an item. 3. Click Search Vendors. A list of vendors displays. 4. In the Used column, click the vendor that is to repair the item. You can select more than one vendor to repair an item. 5. Click Save, and then click. Assign a Vendor Part Number for an Item 1. In the Item Manager window, select an item. 2. On the Tools menu, click Vendor Part Numbers. The Vendor Part Numbers window opens. SIMMS 7.3 Item Management Updated September 28,

21 SIMMS enters your selected item s code and description in the appropriate text boxes. Figure 20: Vendor Part Numbers 3. In the Vendor Part Number text box, type the item s vendor part number. 4. In the Vendor list, select the item s vendor. 5. In the Cost box, type what the vendor charges for this item. If you buy the same item from multiple vendors, you can enter the cost from each vendor. The vendor s cost overrides the standard cost on purchase orders and receipt of goods. 6. In the Cost Additional Currency list, select the currency with which you purchase this item. 7. Click Add, and then click. Vendor Part Numbers and Global Settings There are two global setting related to vendor part numbers: Use VPN cost when available and warn if no VPN for selected item Only show VPN items when purchasing You can find these global settings at Setup > Settings > Global Settings > the Purchasing tab. Record an Item s Hazardous Material Information An item s hazardous material information appears on the Bill of Lading. 1. In the Item Manager, on the Tools menu, click Hazardous Items. 16 Updated September 28, 2010 SIMMS 7.3 Item Management

22 The Hazardous Item Information dialogue box opens. Select your item. Select the placard description for your item. Select the hazardous class for your item. Figure 21: Hazardous item information 2. In the Item list, select your item. 3. Click the Hazardous Status check box. 4. In the Placard list, select the item s placard description. To add a new placard description to the list, click the ellipsis button. The Hazardous Place Card dialogue box opens. In the Enter Data text box, type the placard s number. Click Save New Data, and then click Close. Common examples of placard descriptions are poisonous material, flammable liquid, biohazard, poison. 5. In the Hazclass list, select the item s hazardous class. To add a new hazardous class to the list, click the ellipsis button. The Hazardous Class dialogue box opens. In the Enter Data text box, type the hazardous class number. Click Save New Data, and then click Close. 6. Click Save, and then click Close. Add an Extended Description for an Item 1. In the Item Manager window, select an item. 2. On the Edit menu, click Extended Description. The Extended Description dialogue box opens. 3. Type your description in the text box, and then click Save. Your extended description can be up to 1000 characters long. To have your extended description print on your transactions, go to Setup > Settings > Global Settings > Reporting tab. Under Additional Fields, click Include Extended Descriptions, and then click Save. SIMMS 7.3 Item Management Updated September 28,

23 Edit an Item s Profile To prevent unintentional changes to an item s profile, you cannot edit an item s profile until you click the Edit icon on the toolbar. 1. On the Item Manager, select an item, and then click the Edit icon on the toolbar. 2. Make the required changes to the item s profile, and then click the Save icon on the toolbar. Filter the Item List in the Item Manager In the Item Manager after you select your category all the items in the category appear in the Item list. You can filter this list to quickly find the item you need. 1. In the Item Manager, in the Category list, select a category. The items in your chosen category appear in the Item List. Type the item code or item description in the appropriate field. SIMMS filters the Item List to show only the item that matches what you typed. Figure 22: Item List 2. To filter the item list do one of the following: In the Item Code field, type the item s code. In the Description field, type the item s description. SIMMS filters the Item List to show only the item that matches what you typed. Setting an Item s Reorder Point Define an Item s Reorder Point (Pushed-Based Supply Chain) With a push-based supply chain, you set your reorder points based on the historical demand for an item. SIMMS calculates your reorder points based on your settings in the Item Reorder Configurator, and any related global settings you may have selected. 18 Updated September 28, 2010 SIMMS 7.3 Item Management

24 1. In the Item Manager window, on the Tools menu, click Item Reorder. The Item Reorder Point Configurator opens. Select an item to define its reorder point. Select the item s location. Depending on the reorder method you have chosen (Economic or Maximum), type your reorder parameters in the available boxes. If you are using pullbased supply chain type the minimum on-hand quantity for the item. Click to view ureceived items. Figure 23: Item Reorder Point Configurator 2. In the Item list, select the item for which you want to set a reorder point. 3. In the Location list, select the location of your item. Items and locations are linked. SIMMS only calculates the reorder point for an item in a specific location. If you move an item to a different location you need to change the item s location in the Item Reorder Point Configurator. 4. Under Reorder Method, choose one of the following: Economic Stock Level SIMMS alerts you to reorder an item if the quantity of the item falls below its reorder point. Maximum Stock Level SIMMS alerts you to reorder an item if the quantity for the item does not reach its reorder point. 5. In the Reorder Point box, type the minimum quantity of the item you wish to keep on-hand. SIMMS 7.3 Item Management Updated September 28,

25 6. If the quantity of that item falls below it s reorder point, you receive an alert. 7. In the Order Quantity box, type the quantity of the item to purchase when it falls below the Reorder Point. You can override the recommended quantity in the Reordering Purchase Order window. 8. In the Minimum Order Quantity box, type the minimum quantity of the item to purchase. 9. In the Maximum on Hand box, type the maximum quantity of an item you want on hand. 10. Click Save. Global Settings and Item Reorder Calculations You need to consider these global settings when defining an item s reorder point. Figure 24: Global settings for pushed-based supply chain. When setting an item s reorder point, you also need to consider the following global settings: Ignore on PO quantities when item reordering SIMMS ignores quantities on existing purchase orders when calculating items for reorder. By default, SIMMS includes quantities on purchase orders when calculating item s for reorder. Include reserved quantity in item reorder point calculation SIMMS includes reserved quantities when it calculates items for reorder. Reserved quantities are items on sales orders, or components allocated for a kit build. To view reserved quantities for an item, go to Operations Report > Stock Reports > Stock Reservation Report. 20 Updated September 28, 2010 SIMMS 7.3 Item Management

26 Include back-ordered quantity in item reorder point calculation SIMMS includes back ordered quantities when it calculates items for reorder. To view back-ordered quantities for an item, go to Modules > Sales > Backorder Manager. You find the global settings for reorder point calculations at Setup > Settings > Global Settings > Purchasing tab. The Reordering-Purchase Order Window In the Reordering Purchase Order window are listed the items that require reordering. You can create a purchase order and view items that are already on a purchase order from this window. When you receive an alert that an item needs reordering, click the Items have reached their Automatic Reorder Points link. The Reordering Purchase Order window opens. You can also access the Reordering Purchase Order window at Modules > Purchasing > Reordering Purchase Order. Define an Item s Reorder Point (Pull-Based Supply Chain) Unlike push-based supply chain, pull-based supply chain determines your reorder points based on actual demand for an item. 1. In the Item Manager window, on the Tools menu, click Item Reorder. The Reorder Point Configurator dialogue box opens. Type the minimum on-hand quantity for an item in the box. Click to view unreceived items on purchase orders. Figure 25: Pull-based item reorder with the Replenishment module 2. In the Item list, select the item for which you want to set a reorder point. 3. In the Location list, select the location of your item. Items and locations are linked. SIMMS calculates an item s reorder point for a specific location. SIMMS 7.3 Item Management Updated September 28,

27 If you move an item to a different location you need to change the item s location in the Item Reorder Point Configurator. 4. In the Minimum on Hand Quantity box, type the quantity of an item you want in stock above the demand for that item (safety stock). The Replenishment Manager and Pull-Based Supply Chain The Replenishment Manager is a demand-driven procurement tool. In it SIMMS lists items that require reordering and their suggested refill quantities. An item s suggested refill quantity is based on sales orders (demand) minus unreceived purchase orders minus on-hand stock. In addition, SIMMS includes in its calculations an item s minimum on-hand quantity (safety stock). You can create a purchase order and a request for quote directly from the Replenishment Module. Setting an Item s Discount Price There are two discounting methods available to you in the Item Manager: Promotional Pricing Is a discount price that has a predefined end date. Promotional pricing is applied globally, all customers that purchase an item with a promotional price receive the discount. Price Levels Is a tiered pricing method. You define up to twelve (12) price levels for an item. After you define your price levels, you assign them to a customer in the Contact Manager. You can override both price level discounts and promotional prices in the Transaction Manager. Enable Promotional Pricing You need to enable promotional pricing before you can use promotional pricing. 1. On the Setup menu, point to Settings, click Global Settings, and then click the Price Calculations tab. 2. Click Use the Item Promotional Price. 3. Click Save and then click Close. 22 Updated September 28, 2010 SIMMS 7.3 Item Management

28 Define an Item s Promotional Price The promotional price for an item overrides any discounts calculated by Price Levels, Quantity Volume Discounting, or Dollar Volume Discounting. 1. In the Item Manager window, select an item, and then click the Prices tab. 2. In the Promotion Price box, type the promotional price for your item. Enter a promotional price. Enter promotional text. The promotional price ends on the date set here. Figure 26: A promotional price is set in the Item Manager 3. In the Promotion Text text box, type the text that appears beside your promotional price in the Transaction Manager. Your text can be up to six (6) characters long. 4. In the Available Until box, set the date on which the promotional price ends. 5. Click Save. View a List of Current Promotional Pricing In the Item Manager window, on the Prices menu, click Promotions. The Current Promotional Pricing dialogue box opens. In the grid are listed all active promotions. If you wish to manually end a promotional price, select a promotional price, and then click the Terminate Promotion button. Otherwise, the promotional price ends on the date set in the Item Manager. Enable Price Levels 1. On the Setup Menu, point to Settings, click Global Settings, and then click the Price Calculation tab. 2. Click Item Price Levels. 3. Click Save, and then click Close. SIMMS 7.3 Item Management Updated September 28,

29 Define an Item s Price Levels 1. In the Item Manager window, select an item, and then click the Prices tab. Select to set your price levels as a percentage of your standard cost. Figure 27: Price Levels You can set up to 12 price levels for an item. You can copy your price levels other items and categories. Your price levels can either be a dollar value (the default method) or a percentage of the standard cost. You cannot use both methods for the same item. 2. If you wish your price levels to be a percentage of an item s standard cost, click Use price level % mark up from Standard Cost. 3. In the Level I box, type the price level for your item. Repeat step 3 to add up to twelve (12) price levels for your item. 4. Click Save. Copy Price Levels to other Items, Categories, or Subcategories If you have defined price levels for one item you can automatically copy those price levels to other items. If you are copying price levels based on a percentage of the cost price, you need to select the option Use price level% mark up from Standard Cost for all the items you are copying the price levels to. To copy your price levels to other items, do one of the following: Click Update All Items. Your chosen price level is copied to all the items in SIMMS. Click Update Category Items. Your chosen price level is copied to all the items in the source item s category. Click Update Subcategory Items. 24 Updated September 28, 2010 SIMMS 7.3 Item Management

30 Your chosen price level is copied to all the items in the source item s subcategory. Assign a Price Level to a Customer If you assign a price level to a customer, the customer receives the price level each time he buys an item with the same price level. 1. On the Contact Manager menu, click Customers. The Contact Manager - Customers window opens. 2. Click the Advance tab. In the Price Level list, select a price level for your customer. Choose one of 12 price levels for your customer. Figure 28: Price levels in the Contact Manager 3. Click the Save icon on the toolbar, and then click. Customizing User-Defined Fields In SIMMS, you have access to user-defined fields. These fields (dropdown lists, text boxes, and date fields) are customized by you to track information specific to your business needs. There are two places in the Item Manager you find user-defined fields. The first is on the User-Defined tab. There you find these fields: 2 drop-down lists. 3 text boxes. The second place you find user-defined fields is at Item Manager > Tools > Assigned User-Defined Fields. There you find these fields: 15 drop-down lists. 11 text boxes. 5 date fields. SIMMS 7.3 Item Management Updated September 28,

31 User-Defined Fields for an Item s Unique Features The last set of user-defined fields are used to define an item s unique features. You need to do the following tasks to configure these userdefined fields: Enable the Unique Features option. Customize the user-defined fields. Enable Unique Features for an Item 1. In the Item Manager window, click the Advanced tab. 2. Click Use Unique Features (at the bottom of the page). Customize the User-Defined Fields 1. On the Setup menu, point to Settings, and then click User- Defined Fields. The User-Defined Fields dialogue box opens. 2. Click the Customizable tab. 3. Under Use these User-Defined Fields as, click Extra Unique-Stock Fields. Click Extra Unique-stock Fields. Click the link, and then type the list item in the Enter data text box. Type in the text boxes the labels for your userdefined fields. Figure 29: User-defined fields setup 4. In each text box, type the label for the user-defined field. After labeling your fields, add the content of your drop-down lists. 5. Click the Drop-down Field 1 link. The Unique Item drop-down field 1 dialogue opens. 6. In the Enter data text box, type the list item for this userdefined field, and then click Save New Data. Repeat this step to add more items to your list. 26 Updated September 28, 2010 SIMMS 7.3 Item Management

32 7. Repeat steps 5 and 6 for each drop-down list you want to add list items to, and then click Close. Assign Unique Features to an Item After you have customized your user-defined fields, you can use them to define the unique features of an item. 1. In the Item Manager window, on the Tools menu, click Assigned User-Defined Fields. The Unique Features dialogue box opens. This drop-down list is customized to display a list of colors. In this example you would select a color to assign it as one of your items unique features. Figure 30: Assign unique features to an item 2. Select and type the appropriate unique features for your item. 3. Click Update, and then click Close. User-Defined Fields on the User Defined Tab Label the User-defined Fields 1. On the Setup menu, point to Settings, and then click User- Defined Fields. The User-Defined Fields dialogue box opens. 2. Click the General tab. 3. On the General tab, type the appropriate labels for your userdefined fields in the text boxes. SIMMS 7.3 Item Management Updated September 28,

33 The label is the text that appears beside the user-defined field. Type the labels for your userdefined fields in the text boxes. Figure 31: User-defined fields setup Add List Items to the User-Defined Lists You have two list available to you on the User Defined tab, in the Item Manager. 1. In the Item Manager, click the User Defined tab. 2. For the first list, click the ellipsis. The User Defined 1 dialogue box opens. 3. In the Enter Userdefined 1 text box, type a list item, and then click Save New Data. Repeat this step to add more items to the list. 4. Repeat steps 2 and 3 if you want to add list items to the second list, and then click Close. Working with Serial Numbers Enable Serial Number Assignment for an Item If you wish to assign a serial number to an item, you must have the Use Serial Number option selected for that item in the Item Manager. 1. In the Item Manager window, select the item you wish to assign a serial number to. 2. Click the Advanced tab, and then click the Use Serial Numbers check box. With this option selected, SIMMS prompts you to assign a serial number to an item when that item is included on invoices, receipt of goods, and kit builds. 28 Updated September 28, 2010 SIMMS 7.3 Item Management

34 You can choose to ignore the prompt and complete your transaction without assigning a serial number. Set Serial Numbers as Unique or Not Unique In the Global Settings dialogue box you can set your serial number as either Unique to Inventory, Unique to Item, or Not Unique. 1. On the Setup menu, point to Settings, and then click Global Settings. The Setup - Global Settings dialogue box opens. Figure 32: Serial number options in Global Settings 2. Click the Serial Numbers tab, and then choose one of the following: Unique to Inventory A serial number that is unique throughout SIMMS. Unique to Item A serial number that is unique to an item. With this option, you can also assign the same serial number to a different item. For example, a radio has the serial number ABC456. You can assign the same serial number ABC456 to a cell phone, but not to another radio. Not Unique A serial number that is not unique to any item anywhere in inventory. 3. Click Save, and then click Close. Mandatory Serial Number Assignment If you use serial numbers, it is best to enforce their assignment. You do this by selecting the appropriate options in Global Settings. With these options selected, SIMMS prevent the completion of a transaction unless all the items that require a serial number are assigned a SIMMS 7.3 Item Management Updated September 28,

35 serial number. This ensures that a serial number is always assigned to an item at the appropriate time. 1. On the Setup menu, point to Settings and then click Global Settings. The Setup - Global Settings dialogue box opens. 2. Click the Serial Numbers tab, and then click one or both of the following options: Serial Number Mandatory for Issues, Transfers, Kit Components and Stock Adjustments Serial Number is Mandatory at Receiving or Kit Building 3. Click Save, and then click Close. Manually Assign a Serial Number for a Receipt of Goods After saving your receipt of goods, SIMMS prompts you to assign serial numbers to the serialized items. 1. In the Transaction Manager window, click the Serial Number icon on the toolbar. The Serial Number Manager opens. The items associated with your receipt of goods are listed in the Serial Number pane. 2. In Serial Numbers pane, type a serial number for your item in the Serial Number field. Type the item s serial number in this column. Figure 33: Serial Numbers pane 3. Click Add. SIMMS assigns your serial numbers to the item. Automatically Generate and Assign Serial Numbers After saving your receipt of goods, SIMMS prompts you to assign the serial numbers to the items on the receipt of goods. 30 Updated September 28, 2010 SIMMS 7.3 Item Management

36 To automatically generate and assign serial numbers do the following: 1. In the Transaction Manager window, click the Serial Number icon on the toolbar. The Serial Number Manager opens. The serialized items associated with your receipt of goods are listed in the Serial Number pane. 2. In the Serial Number pane, click to select the first item in the list. 3. In the Pre-sequence string box, type the pre-sequence characters for your serial number. These characters do not change. The pre-sequence string is optional. The serial numbers generated from the configuration below are , , This number does not change and appears as the first part of your serial number. This number does not change and appears as the last part of your serial number. The first number in the series is the Current Value. The Current Value is incremented by one. Three serial numbers are generated. Figure 34: Auto-generate serial numbers 4. In the Post-sequence string box, type the post-sequence characters for your serial number. These characters do not change. The post-sequence string is optional. 5. In the Current value box, type the first number in the series of serial numbers. This number is incremented. For example, if zero (0) is your current value, and is incremented by 1, then 0 is the first number in the series of serial numbers, 1 is the second number in the series, 2 is the third number in the series, and so on. 6. In the Incremental box, type the number by which your current value is incremented. 7. In the Iteration box, type how many serial numbers you want SIMMS to generate. SIMMS 7.3 Item Management Updated September 28,

37 8. Click the Generate link. 9. SIMMS generates and assigns the serial numbers to your items. 10. Click Save Serial Numbers, and then click Close. Select a Serial Number for Issues and Transfers After saving your issue or transfer, SIMMS prompts you to assign serial numbers to your serialized items. 1. In the Transaction Manager, click the Serial Number icon on the toolbar. The Serial Number Manager window opens. The quantity of the item on the issue. The number of serial numbers assigned. The item quantity and serial number count must match. In the Serial Numbers pane, click the check box to select the serial numbers to assign to your items. Figure 35: Serial Number Manager The available serialized items list in the Serial Number pane. 2. In the Serial Numbers pane, click a check box to select a serial number, and then click Insert. 3. Click Save Serial Numbers, and then click Close. Transactions Using Serial Numbers When a serialized item is involved in a transaction (such as a sales order, issue, or transfer) you need to assign that item a serial number. By doing so, you can accurately trace the movement of that item. In addition, if that item is returned for repair, refund, or exchange you can correctly link the item to an issue and any warranty attached to the item. 32 Updated September 28, 2010 SIMMS 7.3 Item Management

38 Fix On-hand Quantity and Serial Number Count Mismatch The item quantity and the serial number count for serialized items must match. You cannot have more or less serial numbers than you have items on-hand. You fix an on-hand quantity and serial number count mismatch in the Assign Serial Number to Stock Items window. In the Assign Serial Numbers to Stock Items window there are two read-only boxes: On-hand Quantity and SN Count. You add a serial number to an item or remove a serialized item to match the serial number count with the on-hand quantity. Figure 36: On-hand quantities and the serial number count Add or remove serial numbers to have the on-hand quantity of an item and the serial number count match. 1. On the Inventory menu, point to Serial Numbers, and then click Assign Serial Numbers to Stock Items. The Assign Serial Numbers to Stock Items window opens. Figure 37: Assign Serial Numbers to Stock Items 2. In the Item list, select an item. 3. In the Location list, select the location of your item. 4. Click the Select button. Your serialized items list in the Serial Number Information grid. 5. Do one of the following: To add a serial number to an item, in the Serial Number column, type the serial number for the item that requires one. To remove a serialized item, in the Remove column, click the check box for the serialized item you wish to remove. SIMMS 7.3 Item Management Updated September 28,

39 6. Click Save, and then click Close. Search for Serial Numbers and Edit Comments 1. In the Item Manager window, on the Tools menu, point to Serial Numbers, and then click Search Serial Numbers to Edit Comments. The Search Serial Number and Edit Comments window opens. Filter your search results by serial number, manufacturer lot, or user serial number. Figure 38: Search Serial Numbers and Edit Comments 2. To filter your search, do one of the following: In the Serial Number list, select a serial number. In the Manufacturers Lot list, select a manufactures lot. In the User Serial Number list, select a user serial number. 3. Click the Search button. The serialized item is listed in the Serial Number Information grid. 4. In the Comments fields, add or edit a comment, and then click Save. Stock Adjustments and Serial Numbers If you adjust the stock levels for a serialized item, you also need to adjust the serial number count. The serial number count and the number of a serialized item must match. After you have made your stock adjustment, in the Assign Serial Numbers to Items window adjust your serial number count to match the quantity of your serialized items. Add Serial Numbers to Customers Returns 1. On the Modules menu, point to Service/Returns, and click Return from Customer (RMAIN). 34 Updated September 28, 2010 SIMMS 7.3 Item Management

40 The Return from Customer (RMAIN) dialogue box opens. You can retrieve the information on the sales invoice in two ways: with a serial number, or from a list of invoices. Enter a serial number and press the TAB key to retrieve the information on an invoice. Figure 39: Return from Customer (RMAIN) Select an item or customer to filter your transaction search. Click to open the Find Transaction window, and then select a transaction. 2. To retrieve the information on the sales invoice do one of the following: In the Serial # text box, type the serial number for the returned item, and then press the TAB key. SIMMS retrieves the information from the sales invoice, and enters the appropriate information in the Item, Customer, and Additional text boxes. Click the Select invoice from transaction button. The Find Transaction window opens. Click the appropriate invoice to select it, and then click OK. SIMMS retrieves the information from the original invoice, and enters the appropriate information in the Item, Customer, and Additional text boxes. 3. Click the Next button. Under Product Return Information, the information from your selected invoice is entered into the text boxes. 4. If no serial number was entered on the sales invoice, in the Serial # text box, type the item s serial number. 5. Continue to process the customer s return, and then click Save. SIMMS 7.3 Item Management Updated September 28,

41 Assign a Serial Number During Shipping If you assigned a serial number when issuing an invoice, SIMMS automatically imports the item s serial number from the invoice when you add your item for shipping. However, if no serial number was assigned, you need to add the item s serial number at the shipping stage. 1. On the Inventory menu, click Shipping Manager. The Shipping Manager window opens. 2. Under Options, click the View Unshipped Orders link. A list of unshipped orders displays in the View Unshipped Orders grid. 3. Click an order to select it, and then click the New Shipment link. The Shipping Details window opens. 4. In the Shipping Details window, enter the appropriate shipping information and add your items to be shipped. Click the Serial Numbers link to open the Serial Numbers dialogue box and add an item s serial number. Figure 40: Add item for shipping in the Shipping Details window 5. Click the Serial Numbers link. 36 Updated September 28, 2010 SIMMS 7.3 Item Management

42 The Serial Numbers dialogue box opens. If no serial number was added on the issue, you need to manually enter the serial number. If your item s serial number was added on the issue, SIMMS imports the serial number. All you need to do is click Save. Figure 41: Serial Numbers 6. There are two possible scenarios, related to serial numbers, when processing your shipment: If there is a serial number listed in the Available Serial Numbers grid, your item s serial number was assigned on the issue and SIMMS has imported it for your shipment. If there is no serial number listed in the Available Serial Numbers grid, no serial number was assigned on the issue. Type or scan the item s serial number in the Scan SN text box. Click Add. 7. Click Save. If the serial number exists in SIMMS, it is listed in the Available Serial Numbers grid. If the serial number does not exist in SIMMS, you receive a prompt asking you to confirm you want to use the serial number. Click Yes. The Serial Numbers dialogue box closes. 8. Complete your shipment. Add Serial Numbers During Kit Builds You assign serial numbers to kits and its serialized components in the Build Kit window. SIMMS 7.3 Item Management Updated September 28,

43 1. In the Build Kit window, after you have allocated your inventory to your kit, click the Serial Numbers button. Collapse or expand the tree view by clicking the +/- button. Figure 42: Serial Numbers Page in the Kit Build window Type the serial number for your kit here, and then click the check box. Click the check box to select a serial number for a component item. 2. For each item listed, click the plus sign (+) to expand the tree view, and then do one of the following: 3. If no serial numbers are available for this item, in the Serial Number column type a serial number. 4. If there are serial numbers available for this item, in the Select column, click a check box to select a serial number for the item. You will see a list of serialized components if you have previously entered them into to SIMMS. If no serialized components are available, type the serial number of your component in the Serial Number column. 5. After you have assigned the serial numbers to your kit and all its components, complete the kit build process. View Serial Number Reports 1. On the Inventory Menu, point to Operational Reports, Point to Reports Generator for..., and then click Serial Numbers. 38 Updated September 28, 2010 SIMMS 7.3 Item Management

44 The Serial Numbers Reports dialogue box opens. Select the location of your item. Select the item. Filter these reports by entering the appropriate information in the text boxes. Figure 43: Serial Numbers Reports 2. Choose a report type. 3. In the Selected Location list, select the location of the serialized item. 4. In the Selected Item list, select the serialized item. 5. To filter your report, do one of the following: Table 1: Serial Number Reports Report Trace Serial Number Trace User SN Trace Transaction Trace Kit Number To Filter Type in the text box the serial number to trace. Type in the text box the user serial number to trace. Type in the text box the transaction s order number to trace. Type in the text box the kit number to trace. SIMMS 7.3 Item Management Updated September 28,

45 6. Click the Generate button. Your report displays, you can view, print, , and export your report. 7. Click, and then in the Serial Numbers Reports dialogue box click Close. User Serial Numbers User serial numbers are an additional identifier to help manage your inventory. You can assign user serial numbers to an item in the same way you assign serial numbers. Enable User Serial Numbers 1. On the Setup menu, point to Settings, click Global Settings, and then click the Serial Numbers tab. 2. Click the Use User SNs check box. 3. Click Save, and then click Close. Set User Serial Numbers as Unique or Not Unique In the Global Settings dialogue box you can set your user serial number as either Unique to Inventory, Unique to Item, or Not Unique. 1. On the Setup menu, point to Settings, and then click Global Settings. The Setup - Global Settings dialogue box opens. 2. Click the Serial Numbers tab, and then choose one of the following: Unique to Inventory A serial number that is unique throughout SIMMS. Unique to Item A serial number that is unique to an item. With this option, you can also assign the same serial number to a different item. For example, a radio has the serial number ABC456. You can assign the same serial number ABC456 to a cellphone, but not to another radio. Not Unique A serial number that is not unique to any item anywhere in inventory. 3. Click Save, and then click Close. Global Settings Options for User Serial Numbers There are a few global settings related to user serial numbers. 40 Updated September 28, 2010 SIMMS 7.3 Item Management

46 1. On the Setup Menu, point to Settings, click Global Settings, and then click the Serial Numbers tab. Figure 44: Options for user serial numbers 2. Click the appropriate options. See Table 2: User Serial Numbers Options. Table 2: User Serial Numbers Options Option Action Include User SN(s) when Printing Click to include user serial numbers in printed documents. Automatically Increment User SN Disable User SN Edit for SKU Users Click to automatically increment user serial numbers by one (1) for each item subsequently added into SIMMS. Click to prevent the editing of user serial numbers in the Serial Number Manager. With this feature you can generate user serial numbers, but you cannot edit them. 3. Click Save, and then click Close. Viewing Item Reports View an Item s Transaction History 1. In the Item Manager window, select an item. SIMMS 7.3 Item Management Updated September 28,

47 2. On the Reports menu, click Trace Item. Figure 45: Item Manager the Reports menu The Item Reports Generator opens. 3. Under Location Filters, choose the location to search. 4. To filter your search by date, clear the No Date Filtering check box, and then set the initial and final date for your search. 5. Under Transaction Type, select the transaction types to search. 6. For Sort By, choose how your list is sorted. 7. Click Generate. The Results window opens with a list of transactions associated with your item. 8. To print the transaction history for the item, click Print. 9. Click Close. View an Item s Sales History 1. In the Item Manager window, select an item. 2. On the Prices menu, click Items Sales History. The Find Transaction window displays a list of sales orders, issues, and quotes for your item. 3. Click OK. 42 Updated September 28, 2010 SIMMS 7.3 Item Management

48 View Transactions Associated with Item 1. In the Item Manager window, click the Transactions tab. Figure 46: View transactions 2. Click the Date Filter check box, and then set the time period you want to search for transactions. 3. In the Transaction Type list, select the type of transaction to search for. 4. Click the Query button. A list of the selected transaction type displays in the grid. 5. To view the transaction in the Transaction Manager, select a transaction, and then click the Show document button. Your selected transaction opens in the Transaction Manager. Importing a Vendor s Catalog into SIMMS You can import your vendor s catalog into SIMMS. By doing so, you have access to your vendor s product line, without having to enter each item into the Item Manager. This feature is particularly useful if you need access to a large number of stock items (+900,000), but to enter them all into the Item Manager would slow down your system. You import your vendor s catalog with the Visual Import Manager. Once the vendor catalog is imported into SIMMS, in any transaction, you can search the vendor catalog for an item, and then enter it into the Transaction Manager. SIMMS automatically adds the item you have chosen from the Vendor Catalog into the Item Manager and enters its item code and item description into your transaction. Note: SIMMS only searches the Vendor Catalog if it does not find the item you are searching for in the Item Manager. To import a vendor s catalog into SIMMS do the following: Connect to the SQL Server Map Your Vendor s Catalog to SIMMS SIMMS 7.3 Item Management Updated September 28,

49 Connect to the SQL Server 1. Click the Window s Start button, and then click All Programs. Open the SIMMS Inventory Management folder, and then click Visual Import Manager. SIMMS Visual Import Manager opens. Figure 47: SIMMS Visual Import Manager. 2. Under Please select a File Type, select the file type of your source document (such as a Microsoft Excel file). 3. Under Please select a Filename, click the Ellipsis button to find and select the file you want to import. 4. Under Logs folder, click the Ellipsis button to find and select the folder your log file is placed. The log file contains information about what has occurred during the import, such as how many items were imported, errors that occurred, and so on. 5. Click the Connect button to connect to the SQL Server. 44 Updated September 28, 2010 SIMMS 7.3 Item Management

50 The SQL Server Connect dialog box opens. Figure 48: SQL Server Connection. 6. In the Server Name list, select the server to which you want to connect. If no servers are listed, click the Ellipsis button. SIMMS updates the Server Name list with all available servers. 7. In the Login Name text box, type your login name for the server. 8. In the Password text box, type your password, and then click OK. The SIMMS Visual Import Manager displays. 9. Click Continue. The Visual Import Manager Opens. SIMMS 7.3 Item Management Updated September 28,

51 Map Your Vendor s Catalog to SIMMS 1. In the Source Tables list, select the table that contains your vendor catalog information. In Figure 49, the table is named VendorCatalogue. Your source table s name could be different. This is your source table from your vendor s catalog. This is the table in SIMMS to which you are mapping your source table. Map these fields from your vendor s catalog to the matching fields in the SIMMS_Fields column. Figure 49: Visual Import Manager. 2. In the SIMMS Table list, select VendorsCatalog. This is the table to which you are importing the information from your vendor s catalog. 3. Under Source Table Fields, select a field. You do not need to map to SIMMS every field from your vendor s catalog but, you must map the item code and item description fields. Your vendor catalog may not have all the fields available in SIMMS. For example, in Figure 49 above, the source table ( VendorCatalogue ) does not have a UPC field, but SIMMS does. 4. In the SIMMS_Fields column, select the field that matches your source field, and then click the right arrow icon. SIMMS lists your source field in the Access_Field column. 5. Repeat steps 3-4 to map other source fields to SIMMS Vendor- Catalog table. 46 Updated September 28, 2010 SIMMS 7.3 Item Management