Purchasing. Section 4 Items. Setting up a New Item Definition

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1 Purchasing Section 4 Items Items are defined as goods or services from a vendor or from internal company sources. These items, along with their attributes, are established in the system and stored in item tables. Each time an item is entered or changed, these tables are automatically modified. As a result, all item details and/or attributes are available for purchasing business transactions. When you enter an item, include information that is unique to the item. Such details include the item ID, Item description, category, vendor, pricing, and approval status. Establishing items from the beginning saves you from having to enter item details every time you want to include an item on a requisition or purchase order. Some items are grouped together forming Purchasing Reference Guide (PRG) Catalogs that are found in LDS emarket. Setting up a New Item Definition Navigate to Items Define Items and Attributes Define Item. Click on Add a New Value. The Setid should default. Leave the word NEXT as the Item ID. The next available item number will be used after it is saved. Click the Add button. 18

2 From the General tab, enter the following information: Description Enter the item s description. Standards have been developed where you put the noun first, separated by a comma then followed by adjectives describing the product. This is done so like items sort together in LDS emarket and in the PRG. Do not uppercase the noun. Example: Chair, Arm, (classical) 1134A with Chatham fabric SAPPHIRE, (LDS 110) medium oak finish Current Status Change the current status to Pending Approval. Upon saving, the status will automatically change to Approved. Standard UOM Enter the unit of measure for the item. The Standard UOM is the base UOM for the item. It may differ from the Vendor s UOM. One the Standard UOM is entered, it cannot be changed. Default Category Enter the Default Category for the Item. UNSP Codes are used as categories. Save the item. The item number will change from NEXT to the correct item number. Setting up a New Purchasing Item Attribute Each item that is entered has specific attributes that must be set to help define the item. This section shows how that is done. Navigate to Items Define Items and Attributes Purchasing Attributes Enter the Item ID then click Search. 19

3 Note that you can also access this page by clicking on the Purchasing Item Attributes link from the Define Items page. PO Available Date This field indicates the date the item can be added to a purchasing transaction. It will default with today s date. Unavailable - This date terminates the item s access to be added to a purchasing transaction. It will default to blank, which means the item has no ending date. This field is usually populated when the contract manager wants the item to become unavailable. Item Descr and Long Description Item Descr field displays the first 30 characters of the item s description. It is joined with the Long Description field to form the complete description. These descriptions show on the requisition and purchase order data entry pages, the vendor copy of the purchase order and in the PRG (Purchasing Reference Guide). Standard Price Use this field to enter a Standard Price for the item that corresponds with the Standard Unit of Measure. A standard price is required for each item and becomes the default price in transactions where another price, such as a vendor price or a contract price, is not defined for the item. Lead Time Days This defaults in from the category. Change it if necessary for the particular item. Currency Verify the currency of the item. 20

4 Purchasing Controls Use the Purchasing Controls page to: Specify matching and receiving defaults for the item. Set price tolerance defaults for purchased items. These tolerances default from the item s category. They are used in conjunction with the Accounts Payable Module and Matching. As a general rule, you will not change anything on this page. Item Vendor The Item Vendor page allows association of the item to a particular vendor. More than one vendor can be associated with the item, but the system will always choose the vendor with the priority of 1 in the Priority field when creating purchase orders through the batch. Enter the Vendor ID. As you bring in the vendor id, it will carry over many defaults to automatically fill in several fields on the page. 21

5 After the Vendor ID is entered and the defaults come in, check the Priority field. It should be set to 1. Vendor Item ID must be entered for those vendors we dispatch PO s via cxml. This is the vendor s item number. It will be transferred electronically to the vendor. Click on the Item Vendor UOM link. Values on the Item Vendor UOM page are important. They default in from other places in the item setup. If a vendor s price changes, it is here the Vendor Price field is updated. Enter the Vendor Price. Click the OK button. Save the item. 22

6 Entering the Manufacture and Manufacture Part Number On the Item Vendor page, click on the Vendor Item MFG link. Enter the Manufacture and the Manufacture Item ID (Part Number). This information is used in LDS emarket for price comparisons with other vendors. Note if the Manufacture is not listed, it can be added under Items Define Controls Manufacturers. 23

7 Changing an Item Price Once the Item is created and has been used, it may become necessary that the price of the item change. For future orders to be correct, you must change the price to the correct price. To change an item price, navigate to Item Define Items and Attributes Purchasing Attributes, Item Vendor tab. Click on the Item Vendor UOM link. Effective Date - Place your cursor in the Effective Date field and add a new effective dated row. The date that is in the Effective Dated field is the date the new price becomes effective. It is possible to future-date an Effective Dated row so the price becomes effective on that day. Vendor Price Update the price on the item. Standard Price Update Status Change the value of this field from No Update to To Be Upd. A process runs nightly that updates the Standard Price to the Vendor Price. After the process runs, this status changes to Updated. Click the OK button. Save the change. 24

8 Changing an Item Vendor Over time, it may become necessary to change the vendor on an item. Priority - The first step is to change the Priority on the EXISTING vendor from 1 to another number 2, 3, etc. Change Vendor - ADD a new vendor by putting your cursor in the Vendor ID file and clicking the plus sign to Add a new Row. Priority for the new vendor should be 1. Item Vendor UOM Click on this link to update the price, currency for the new vendor. Click the OK button. Save the Item. 25

9 Making an Item Unavailable At times, it will become necessary to not allow an item to be available for a purchasing transaction. To make it unavailable, change the unavailable date. This task is usually done by the Contract Manager. Navigate to Items Define Items and Attributes Purchasing Attributes Enter the Item ID then click Search. Change the Unavailable date to the date the item s purchasing transactions should stop. This can be a future date. Save the change. Item Warranty Policy Navigate to Items Define Items and Attributes Itm Warr Policy Enter the Record Steward. This is the contract manager over this item. Any Warranty or Policy Information should also be entered here. 26

10 Item Use Reports The item use reports track the usage of an item from the item file or an item from a catalog in LDS emarket. Navigate to Acquisitions LDS Purchasing Item Use Panel. Item Use by Item This section of the page will find the usage of a particular item from the Start Date to the Current Date when the function is Item Catalog Item. If the function changes to Vendor Catalog Item, then it will find the usage for a particular Catalog Item in LDS emarket. This section of the page works with report Item Use by Item ITM001.rpt. 27

11 Item Use by Category Usage for all items in a particular category is found by running report Item Use by Category - ITM002.rpt. Item Use by Vendor Sourced Item usage for a particular vendor is found by running report Item Use by Vendor Sourced ITM003.rpt. Sourced items come from the item file. Non-Sourced (adhoc) item usage for a particular vendor is found by running Item Use by Vendor Non-Sourced ITM004.rpt. 28