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Item Creation and Editing Interface

Item Creation and Editing Interface

Items include Materials, Tasks, Outwork, Assemblies, Costings, and Extensions to these Types.
Items are used in Transactions (e.g. Invoicing), Estimates, and Inventory.
The first step to creating an item is to select a Type. Once selected, the Type cannot be changed. The types that are available are governed by a general setting: Items > Enable Item Types.
There are two types of costing Items: Costings and Assemblies.
- Costing Items can be used as Costings for Estimating purposes.
- Assembly Items can be used to create nested Bills of Materials (BoMs).
- Costings and Assemblies are brief estimates containing Materials, Tasks, and Outwork.
- Costings must be created for the Base Unit.

Navigation: Main Menu > Setup > Items > New (button)

Buttons Explained

Button	Description
↑ ↓	Navigates to the next or previous item.
Recent	A dropdown list showing items recently viewed for quick navigation to those items.
Edit	Allows users to edit the records.
New	Creates a new item of the Type selected from the dropdown list.
Save	Saves any changes and recalculates any fields based on the changes.
Actions	Refresh Lookups: Refreshes all the lookup lists. Copy: Copies the item to create a new item. Copy to Variation: Creates a variation of the item. Delete Item: Deletes the item if it has not been used in any transactions.
Menu	View/Edit Notes & Attachments: Opens the notes and attachments panel on the right. View Item Summary: Opens an item summary on the right. Settings – User Access – Edit Categories – Edit Attributes – Edit Statuses – Edit Accounting (VAT Types, Currencies, Credit Terms, Accounts) Layout

Header Explained

All the header fields are editable.

Field	Description
Status Bar	Status: Sets the item’s status. Description or Note: An additional field to type a detailed description or note.
Description	The Description that appears on documents (e.g. Quotations, Invoices).
Code	The description used for internal purposes (e.g. to assist with search or to provide more information about the item). If the Code is blank, the description is copied onto the code field when Save (button) is clicked.
Customer	A dropdown list of Customers for users to select one. Used to filter items when entering transactions.
Note	A field to type a note.
Override	A checkbox to override the description if the description is provided by an extension. Suppressed if the description is freely editable.
Base Unit	The item’s Base Unit. For Substrate (Sheets) the Base Unit is used in Estimating.
Inventory	A dropdown list to select one of these options: – N/A: The items is not a physical inventory item. – Fixed Locations: The item is stored at a fixed location. The location must be added to the Inventory tab. – All Locations: All locations are available. Users select a location when capturing an inventory transaction.

Detail (tab)

Fields with blue captions should be completed when an item is created and may be edited afterwards.

Units Section

Button / Field	Description
Unit (button next to Add)	Adds a new Unit. An item may have multiple units. An item must have a Base Unit. An item can only have one Base Unit.
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the unit.
Description	The descriptionof the unit.
Conversion	The number the unit must be multiplied by to obtain the Base Unit. Certain Attribute Sets include prefilled standard units.
Base Unit	A checkbox. One of the Units must be the Base Unit with a conversion quantity (Convert Qty) of 1. The Base Unit of prefilled units (added by the Extension Type) cannot be changed.
Created	The date on which the entry was created.
Updated	The date on which the entry was updated.
Updated By	The User who last updated the entry.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following function: – Delete: Deletes the unit if it has not been used in prices or transactions. Units created by an Extension Type, cannot be deleted.

Attributes Section

Button / Field	Description
Attributes (button next to Add)	Adds a new attribute group from the list created under Menu (button) > Edit Attributes.
Arrow on Attributes (button)	Adds or removes a set list of Attributes.
Description	A tree view of the Attributes. A description of each Attribute under the applicable headings. Headings can be collapsed or expanded by clicking the arrow next to them.
Value	The editable fields of the Attribute. Editable fields can consist of: – Dropdown/Lookup lists. – Checkboxes. – Fields to type the data.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following function: Delete: Removes the Attribute from the item. – Attributes added by an Extension Type cannot be removed. – Individual attributes of a fixed Attribute Set cannot be removed. – Attribute sets that were manually added can be removed by clicking the arrow on Attributes (button) > Remove > and selecting the set to remove.

Categories Section

Button / Field	Description
Categories (button next to Add)	Adds a new category from a dropdown list of Categories.
Description	The category’s description.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: – Delete: Removes the category from the item.

Prices (tab)

Fields with blue captions should be completed when an item is created and may be edited afterwards.

Button / Field	Description
Price (next to Add)	Adds a new price as selected from the dropdown list. The options are: Supplier Price: An item may have multiple supplier prices. Cost Price: An item can only have onecost price per unit in the local currency. – A cost price can be based on a Supplier Price, or Costing. – For Costings and Assemblies, the cost price is determined on the Costing tab. – The costs provided for the Materials and Tasks (Routing) are added together and converted to the base unit. Sell Price: An item can only have onesell price per unit and per currency. It can be set manually or calculated by applying a markup to the cost price. (To create a customer-specific price, copy the item to a variation. Select the customer in the header and edit the prices as needed.)
+ –	Allows users to expand(+) or collapse(-) the prices under their respective headings.
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the price.
Status	The current Status of the price.
Price From	Unavailable for supplier prices. A dropdown list of pricing options for Cost and Sell Prices.
Supplier	The name of the Supplier.
Barcode	The supplier’s Barcode.
Reference	The supplier’s Reference.
Currency	The supplier’s Currency. If the supplier’s currency is changed, the price is updated.
Local Currency > CUR	The conversion from the Local Currency to the Supplier’s Currency.
VAT Type	The Default VAT Type for the respective prices.
Inc	A checkbox. If checked the price includes VAT.
Adj %	Allows users to type a mark-up (positive numbers) or discount (negative numbers).
Unit Price	The Unit Price of the respective prices.
Total (Local / ea)	The Total Price in local currency (Unit Price plus Adjustment %).
Created	The date on which the entry was created.
Updated	The date on which the entry was updated.
Updated By	The User who last updated the entry.
Round	A checkbox. If checked the price is rounded up to the nearest integer. This rounding may result in a different Adjustment percentage, but the adjustment field is not updated.
Unit	A dropdown list of the available units for users to select the unit the price relates to.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following function: – Delete: Deletes the price if it has not been used in a costing or transaction.

Inventory (tab)

Fields with blue captions should be completed when an item is created and may be edited afterwards.
Inventory locations are created under Entities.
The Inventory tab is supressed unless the item is a Material.

Fields	Description
Inventory Location (button, next to Add)	Name of the location: Only adds the selected inventory location. All: Adds all the active locations (i.e. locations with an Active Status).
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the entry.
Status	The Status of the inventory location (i.e. Entity).
Location	The location’s description.
Unit	The Base Unit for the inventory item.
Unit Price	The inventory’s Unit Price. This price is separate from the prices entered on Prices (tab). Currently the price is not linked and must be manually entered.
Min Qty	The Minimum Quantity that should be on hand.
In Stock	The quantity that is in stock.
On Order	The quantity that has been ordered but not yet received (e.g. a Purchase Order has been created).
Reserved	The quantity that has been reserved for future orders (e.g. a Sales Order has been created).
Available	The quantity that is available.
Value	The available quantity multiplied by the unit price. The value of the inventory for accounting purposes.
Created	The date on which the entry was created.
Updated	The date on which the entry was updated.
Updated By	The User who last updated the entry.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following function: – Delete: Deletes the inventory location if it has not been used in transactions.

Costings (tab)

This tab only applies to Costing or Assembly items. It is supressed for all other items.

Fields with blue captions should be completed when an item is created and may be edited afterwards.

Buttons Explained: Costing (tab)

Button	Description
Material	Opens a list of items. There are radio buttons at the top of the popup to add a Material, Task, or Outwork. (Materials are automatically selected.) The selected items are added to their relevant sections (e.g. Materials to the Material section, Tasks to the Routing section). An item must have a Status of Active and a Cost Price before it can be added to a Costing. The list of materials can be ordered by selecting Move Up or Move Down from the context menu. Material items are selected from the following types: Material – Standard, Substrate, or Assembly.
Tasks	Opens a list of items. There are radio buttons at the top of the popup to add a Material, Task, or Outwork. (Tasks are automatically selected.) The selected items are added to their relevant sections (e.g. Materials to the Material section, Tasks to the Routing section). An item must have a Status of Active and a Cost Price before it can be added to a Costing.
Arrow on Tasks	Add Custom Task – TSK (C): Adds a row at the bottom of the table for users to complete (e.g. for Task that are not set up as items). Add Custom Task that uses Constraints – TSK (CNSTR): Adds a row at the bottom of the table for users to fill in. Only one Task that uses Constraints is allowed per Costing.
Outwork	Opens a list of items. There are radio buttons at the top of the popup to add a Material, Task, or Outwork. (Outwork is automatically selected.) The selected items are added to their relevant sections (e.g. Materials to the Material section, Tasks or Outwork to the Routing section). An item needs to have a Status of Active, Cost Price, and Estimating attributes before it can be added to a Costing.
Arrow on Outwork	Add Custom Outwork – OWK (C): Adds a row at the bottom of the table for users to fill in (e.g. for outwork that is not set up as items).

Fields Explained: Costing (tab)

Fields with blue captions should be completed when an item is created and may be edited afterwards.

Field	Description
Materials (ea) (where ea is the Default Unit)
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the entry.
Item From	The ID of the transaction the item was retrieved from.
Price ID	The linked Price ID.
Order ID	The system-generated number for the order of the line entries.
Type	The Typeof item (e.g. MAT for material).
Description	A Description of the item.
Code	The item’s Code which is looked up from the linked material.
Unit	The item’s Unit which is looked up from the linked material’s cost price.
Supplier	The Supplier linked to the Item.
Qty Type	The Quantity Type determines how the Quantity field is used in calculating the Unit Cost.
Waste %	The percentage that is wasted during production. It is calculated as a direct Waste Percentage on the Unit Quantity and not on the Fixed Quantity.
Fixed Qty	The Fixed Quantity that will be used during production (e.g. the quantity used in setup, or number of plates needed).
Unit Qty	The Unit Quantity that will be used during production.
Min Qty	The Minimum Quantity that can be produced.
Round	A checkbox. If checked prices are rounded up to two decimals.
Unit Cost	The item’s Unit Cost.
Adj %	An Adjustment to the price that can be positive (markup) or negative (discount).
Total Fixed	The calculated Total Fixed Cost (the cost for the Fixed Quantity, including any adjustment).
Total Unit	The calculated Total Unit Cost (the cost for the Unit Quantity, including any adjustment).
Created	The date on which the entry was created.
Updated	The date on which the entry was updated.
Updated By	The User who last updated the entry.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: – Move Up: Moves the entry one line higher. – Move Down: Moves the entry one line lower. – Delete: Deletes the entry. – Open Linked Item: Opens the linked item (i.e. the item that appears in the Description column).
Routing (ea) (where ea is the Default Unit)
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the entry.
Item From	The ID of the transaction the item was retrieved from.
Price ID	The linked Price ID.
Order ID	A sequential number for the entries in the Routing section.
Type	The Type of Item that was added: TSK: Task TSK (C): Custom Task TSK(CNSTR): Custom Task that uses constraints. – Only available for Costings, not assemblies. – Only one of these can be added to a costing’s routing section. OWK: Outwork that is looked up from the linked Task. OWK (C): Custom Outwork.
Description	The Item’s Description (e.g. an instruction to be shown on the work order). This field is for internal use (it is not shown to customers).
Code	The item’s Code if an item was added.
Unit	A description of the Unit.
Supplier	The name of the Supplier. Applicable to Outwork.
Cost Centre	The name of the Cost Centre. Applicable to Tasks.
Qty Type	The Quantity Type determines how the Quantity field is used in calculating the Unit Cost.
Qty	The Quantity of the item. Editable when Fixed Qty is chosen as the Quantity Type.
Setup (hrs)	The number of Hours it takes to set up production for that item. Used for Tasks.
Speed (Qty/hr)	The Quantity that can be produced in an hour. Used for Tasks.
Fixed Cost	The item’s Fixed Cost.
Unit Cost	The item’s Unit Cost.
Min Cost	The item’s Minimum Cost.
Adj%	A price adjustment that can be positive (markup) or negative (discount).
Total Fixed	The calculated Total Fixed Cost.
Total Unit	The calculated Total Unit Cost.
Created	The dateon which the entry was created.
Updated	The dateon which the entry was updated.
Updated By	The User who last updated the entry.
Widget	A submenu, which can also be accessed by right clicking the entry, with the following functions: Move Up: Moves the entry one line higher. Move Down: Moves the entry one line lower. Copy: Copies the entry. A task that uses constraints is copied as a custom task (without constraints). Delete: Deletes the entry. Open Linked item: Opens the item that appears in the Item From column.

Variations (tab)

The Variations tab is displayed after an item is copied as a variation: Actions (button) > Copy to Variations.

If the Variation is created from an item with a Fixed Attribute Set, the Attribute columns are displayed, and the variances are highlighted. These columns are not shown for other items.

Fields with blue captions should be completed when an item is created and may be edited afterwards.

All the item’s variations are shown on the Variations tab.

These items must all have the same Variation code.

The prices shown on the Variations tab are obtained from the Prices tab.

Field	Description
Field Chooser (*)	Allows users to add or remove columns.
ID	The system-generated number for the variation.
Status	The Status of the variation.
Variation Code	The Variation‘s description / A field to type a description for the Variation.
Item Code	The item’s Code.
Name	The item’s Name.
Colour	The item’s Colour.
Grain/Flute	The item’s Grain/flute.
Depth	The variation’s Depth.
Width	The variation’s Width.
gsm	The variations Grams per Square Metre.
Calliper (mm)	The variation’s Calliper.
Fixed Cost	The item’s Fixed Cost in the Local Currency.
Unit Cost	The variation’s Unit Cost Price in the Local Currency.
Fixed Sell	The item’s Fixed Selling Price in the currency shown in the Currency column.
Unit Sell	The variation’s Unit Sell Price in the currency shown in the Currency column.
Currency	The Sell Prices’ Currency.

Item Creation and Editing Interface

Buttons Explained

Header Explained