How to Add and Maintain Items

The file maintenance records for Items may be accessed from the main DPHS screen > File > Maintenance / Lists > Asset Modules Tables or from within File Maintenance in the Purchasing and Inventory modules. The 3 files used for Item maintenance are Item Classes, Items, and Vendor Items.

1) Item Classes

Prior to entering actual item data, Item Classes must be setup. This function allows users to create classifications and specifications for items that fall under these classes. Upon selecting the Item Classes function, the following screen will appear displaying a list of existing Item Classes.

Use the filter options to define the selection criteria used to display item class records. Only those item classes that meet the selection criteria will be displayed. To view all Item Classes, leave all filter criteria fields blank.

Once all selection criteria has been defined, press the button to view the item class records that meet the selection criteria. If no filter selections were defined all item classes will be displayed.

Helpful Hint!

Use the field headers on the Item Classes browse screen (shown below) to sort the order in which the Item Classes are displayed.

To continue, use one of the following navigation buttons:

Press the Exit button to return to the main asset modules screen.

Once all the filter selections have been defined, press Filter button to run the filter and display the item classes.

To view the details of an item class, highlight an item class and press the Detail button. No modifications can be made to the item class when this selection is used.

To view and modify an existing item class, highlight the item class and double click, or press the Select button.

To create a new item class, press the New button. A new item class screen will appear and fields may be filled in.

To delete an existing item class, highlight the item class and press the Delete button.

Once a user selects an item class, or chooses to add a new item class, a screen similar to the following will be displayed.

If entering a new Item Class, enter information into the fields, as described below. If viewing an existing item class, modifications may be made to accessible fields only.

Item Class - Enter a name for Item Class in this field. If this item class already exists, the item class name will be displayed.

Description - Enter a description for the Item Class.

Inventory Class - If this class is an inventory item class, ‘Yes’ is displayed. ‘No’ will be displayed next to non-inventory item classes. If this is a new item class, use the drop down menu to select the appropriate classification.

Retail Item? - Select ‘Yes’ to have the price print on the barcode label; otherwise enter ‘No’.

Multiple Sources - Enter ‘Yes’ if the item will be purchased from multiple sources; otherwise if item is only to be purchased from a single source, enter ‘No’.

Print Vndr Item Code - Enter ‘Yes’ to print the vendor item code on the barcode label; otherwise enter ‘No’.

Default Expense/Inventory Account - Enter the default expense/inventory account to be used for this item class.

Default COGS Account - Enter the default Cost of Goods Sold account.

Default Over/Under Account - Enter the default over/under account to be used for this item class.

Once the above fields have been entered, make one of the following selections.

To save the entered information, press the Save button.

To return to the previous screen, press the Exit button.

To define specifications for this item class, press the Specs button. A screen similar to the following will appear.

Each specification may include a label, default value, and restrictions.

Labels - In this column, users have the option of entering up to 15 item class specifications (color, size, weight, etc).

Default Value - Enter in a default value for this specification.

Restrictions - To restrict the specification to certain values, enter the values in this field. Restrictions may be separated with a comma.

Once the above fields have been entered, make one of the following selections.

To save the entered information, press the Save button.

To return to the previous screen, press the Exit button.

Please Note: For Springer Miller users, there must be specifications set up for Size, Color, Discount Type, and Tax Type.

2) Items

Once item classes have been setup, Item records may be entered into the system. From the Asset Modules Table, select the Items button. This function allows users to maintain a record for each inventory and non-inventory item. Individual items may exist at multiple locations. Upon selecting this function, the following screen will appear.

Use the filter information options to define the selection criteria used to display Item records. Once all selection criteria have been defined, press the button to view the item records that meet the selection criteria. Only those Items that meet the selection criteria will be displayed. To view all Items, leave all filter criteria fields blank and press Filter.

To continue, use one of the following navigation buttons:

Press the Exit button to return to the main asset modules screen.

Once all the filter selections have been defined, press Filter button to run the filter and display the items.

To view the details of an item, highlight the item and press the Detail button. No modifications can be made to the item when this selection is used.

To view and modify an existing item, highlight the item and double click, or press the Select button.

To create a new item, press the New button. A new item screen will appear and fields may be filled in.

To delete an existing item, highlight the item and press the Delete button.

Once a user selects an item, or chooses to add a new item class, a screen similar to the following will be displayed.

Enter as much information as possible into the available fields. If a required field is left blank, the system will generate a message. Once entry on this screen is complete, select any one of the following buttons from the top menu. Using these buttons, users may go back and forth to each entry screen as much as they like, until they are satisfied that the Item entry is complete.

Once the above fields have been entered, make one of the following selections.

To save the entered information, press the Save button. If the preferred vendor selected does not have the vendor item on file, a new vendor item screen will appear, allowing user to enter the vendor item record on the fly.

To return to the previous screen, press the Exit button.

To define specifications for this item class, press the Specs button. Notes entered here will print on the PO. A screen similar to the following will appear.

Enter a value for each specification, or use ctrl-L to search the restrictions. Press save or exit to continue.

To enter and view notes pertaining to this item, press the Notes button, a screen similar to the following will appear:

Once notes have been viewed or entered, press save or exit to continue.

To enter and view locations for this item, press the Locations button. A screen similar to the following will appear. From this menu users may create new locations for this item, modify existing locations for this item, or delete locations for this item.

The fields will display the information of the item location record that is highlighted on the left hand side in the Item Location Browse window. If entering a New item, the above fields will be blank, and will require entry. Enter as much information as possible into the available fields.

To enter another new location for this item press the New button.

To delete a location, highlight the location in the item location browse and press the Delete button.

To save the entered information, press the Save button.

To return to the previous screen, press the Exit button.

To copy an item record to another storeroom, press the Copy button. A screen similar to the following will appear:

The left hand portion of the screen lists all the storerooms for which this item exists. The right hand portion of the screen lists all available storerooms, for which this item could possibly be copied to.

Highlight a storeroom on the right hand side and press the Select button to flag the storerooms for which the item should be copied to. A * will appear next to a storeroom once its been selected. It may be turned off by pressing the select button a second time.

Press the Select All button to flag all storerooms for the item copy.

Press the Unselect All button to unflag the storerooms that have been selected for the item copy.

Once one or more storerooms have been flagged for the item copy, the copy button will become accessible. Once the desired storerooms have been flagged for the item copy, press the Copy button. Once copied, the storeroom will appear on the left hand side of the screen under Existing Storerooms.

To delete one of the existing storerooms (left hand side of the screen), highlight the storeroom and press the Delete button.

To return to the previous screen, press the Exit button.

Once item entry is complete, exit to the main Item Screen to enter a new item, or modify an existing item record. Continue these steps for each additional Item to be entered into the system.

3) Vendor Items

This file maintenance function allows users to maintain the vendor item records. New vendor item records may be created, and existing records may be modified or deleted. From the Asset Module Table > Select Vendor Items. Upon making this selection a screen similar to the following will appear:

Use the filter options to define the selection criteria used to display vendor item records. Only those item classes that meet the selection criteria will be displayed. To view all Item Classes, leave all filter criteria fields blank.

Press the Exit button to return to the main asset modules screen.

Once all the filter selections have been defined, press Filter button to run the filter and display the vendor items.

To view the details of a vendor item, highlight the vendor item from the browse and press the Detail button. No modifications can be made to the vendor item when this selection is used.

To view and modify an existing item, highlight the item from the browse and double click, or press the Select button.

To create a new vendor item, press the New button. A new vendor item screen will appear and fields may be filled in.

To delete an existing vendor item, highlight the item and press the Delete button.

Once a user selects a vendor item, or chooses to add a new one, the following will be displayed.

The above fields will display information for the Vendor Item selected on the previous screen OR if entering a New item, the above fields will be blank, and will require entry. Enter as much information as possible into the available fields.

Once the above fields have been entered, make one of the following selections.

To save the entered information, press the Save button.

To return to the previous screen, press the Exit button.

To define Vendor Item Specifications for this vendor item, press the Specs button. A screen similar to the following will appear.

Enter a value for each specification, or use ctrl-L to search the restrictions. Press save or exit to continue.

To enter and view Vendor Item Specification Notes pertaining to this vendor item, press the Notes button, a screen similar to the following will appear:

Once notes have been viewed or entered, press save or exit to continue. These comments will pull to Vendor Item Spec Notes area on a new PO.

Return to the main Vendor Items menu to continue entering new or updating existing vendor items.

If you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.