Item
The item as the whole group of companies knows it: its code, name, group, category, inventory unit, variants, manufacturer and physical data. Each company then releases it with its own settings.
What it is for
An item exists in two layers. This screen holds the shared layer, the same in every company. Release Item In Legal Entity holds what each company decides: posting, valuation, units, prices, warehouses, manufacturing. A company cannot buy, sell, stock or make an item until it is released there.
What people get wrong: once the item is released in any company, its code, category, variant tick, inventory unit, name, search name and manufacturer are locked here. Change of name is then no longer possible from this screen.
When you save, the shared description, group, unit, part number, HS code, model, weights and dimensions are copied onto every company's release of the item.
If you prefer one step, Item In Legal Entity creates the shared item and its release together.
Every field in plain words
Header
| Field | What it means | What to put |
|---|---|---|
| Item No | The item code, the same in every company. | Cannot be changed once saved. Required |
| Item Category | What kind of item this is. It is fixed once the item is saved, and on the item in a company it is read-only. | Pick a category. Required |
| Item Variant | The item comes in variants. | Tick for a variant item. Not offered for the SE category |
| Item Variant BaseOn | How variants are made: Field-Based builds them from a variant group, Text-Base lets you type them. | Required when Item Variant is ticked. Filled in by the system |
| Item Variant Group | The variant group the variants are built from. | Required when Item Variant BaseOn is Field-Based. Filled in by the system |
| Block | Marks the record as blocked. | Tick to retire it |
| Authorization Key | An authorization key from system administration, recorded on the record. | Usually empty |
| Inventory Unit | The unit stock is counted in. | Pick a unit. Locked once the item is used in a company. Required |
| Item Group | The item group. It decides which attributes the item shows. | Pick a group. Required |
| Name | The item name. Unless duplicate names are allowed for your installation, a second item with the same name is refused. | A clear name. Required |
| Search Name | A second name to search by. | Optional |
| Description | A longer description. | Optional |
| Specific Manufacture | The item is one maker's part. Manufacture and Part Number become required, and the same manufacturer and part number cannot be saved twice. | Tick for branded parts |
| Manufacture | The maker. | Pick a manufacturer |
| Manufacture Country | Recorded on the item; nothing reads it today. | Optional |
| Model | The model. | Pick a model |
| Part Number | The maker's part number. | Editable only when Specific Manufacture is ticked |
| Warranty Period in days | Recorded on the item; nothing reads it today. | Optional |
| HS Code | The customs tariff code (HS code). | The code |
| Country Of Origin | Recorded on the item; nothing reads it today. | Optional |
| Version | Recorded on the item; nothing reads it today. | Optional |
| Net Weight | Weight of the contents. | A weight |
| Tare Weight | Weight of the packing. | A weight |
| Gross Weight | Net Weight plus Tare Weight. | Calculated |
| Gross Depth | Depth. | A length |
| Gross Width | Width. | A length |
| Gross Height | Height. | A length |
| Volume | Height times width times depth. | Calculated |
Variant
Shown for a variant item. One line per variant.
| Field | What it means | What to put |
|---|---|---|
| Item Variant | The variant code. | A code |
| Name | Its name. | A name |
| Color | Its colour. | Pick a colour |
| Size | Its size. | Pick a size |
| Style | Its style. | Pick a style |
| Weight | Its weight. | Pick a weight |
Attributes
When the item group has item attribute groups, an Attributes part appears with one field per attribute. An attribute marked Required Mandatory must be filled before Save.
How to configure it
Allowing two items with the same name is a switch of the installation, not of a company: ask the consultant. Which fields are required, hidden or defaulted per company is set on the Field Value lines of Product Information Setting.
Scenarios
- A trading company adds a new product it will buy and sell in two companies. Create it here, then release it in each company on Release Item In Legal Entity.
- A garment maker sells one shirt in five sizes and three colours. Tick Item Variant, choose Field-Based and a variant group; the company release then builds the combinations.
- A spare-parts dealer stocks the same part from two makers. Make two items, each with Specific Manufacture ticked, its manufacturer and part number.
What it is connected to
- Release Item In Legal Entity - releases this item in a company
- Item In Legal Entity - creates the item and its release in one save
- Item Group - group and attributes
- Variant Group - variant dimensions
If something looks wrong
- "Item Name is already exists" on Save. Another item has the same name. Change the name, or ask the consultant whether duplicate names should be allowed.
- "Part Number cannot be Duplicate" on Save. Another item has the same manufacturer and part number.
- "Manufacture ... can not be empty" or "Part Number ... can not be empty". Specific Manufacture is ticked. Fill both or untick it.
- "Attribute - ... connot be empty" A required attribute of the item group has no value.
- I cannot change the name or the unit. The item is already released in a company. Those fields are locked here.