Release Item In Legal Entity

One item in one company: everything the company decides about it, from posting and valuation to units, warehouses, purchase, sales and manufacturing.

Where

Product Information › Item Shared

Who uses it

The person who keeps the item data, with the accountant for posting and valuation

When

Once per item and company, before the item is used

Needs first

Item Posting, Item Valuation, Storage Structure, Tracking Structure, units, sites and warehouses

What it is for

You pick an existing Item; its shared data (name, category, unit, variants, manufacturer, weights) comes in read-only and the unit lines start with the inventory unit at factor 1. You then fill what this company decides.

The tabs are Basic Data, Units, Key Settings (posting, valuation, storage and tracking), Inventory, Purchase, Sales, Manufacturing, Variant, Season and the toolbar windows for approved vendors and customers, manufacturers, related items, external codes, competitor prices, comments and instructions.

What people get wrong: once the item has been used, the screen locks what can no longer change. With stock, purchases or sales, the inventory unit, item posting and storage structure lock; with stock, valuation and potency lock; with stock or production, the tracking structure locks; with purchases or production, replenishment locks; with any use, the name locks. Removing a unit of a used item asks you to confirm first.

When Quality Required is ticked and a Quality Group is picked, saving adds the item to that quality group and removes it from the group it was in.

Every field in plain words

Header

Field	What it means	What to put
Item No	The item. On this screen you pick an existing shared item.	Pick an item. Cannot be changed once saved. Required
Item Category	The category, from the shared item.	Read-only
Item Variant	Copied from the shared item.	Read-only
Item Variant BaseOn	Copied from the shared item.	Read-only
Item Variant Group	Copied from the shared item.	Read-only
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	Copied from the shared item. Picking it adds a unit line with factor 1.	Read-only on this screen
Catalog Number	The catalogue number. Also used for the name-duplication rule when that is set to Catalogue Number.	Optional
Name	The name, copied from the shared item. In a company, names must be unique unless the setting allows duplicates.	Copied from the item. Required
Search Name	Copied from the shared item.	Change it on the Item screen
Description	Copied from the shared item.	Change it on the Item screen
Specific Manufacture	Copied from the shared item.	Change it on the Item screen
Manufacture Country	Recorded on the item; nothing reads it today.	Optional
Manufacture	Copied from the shared item.	Change it on the Item screen
Brand	The brand.	Pick one
Model	Copied from the shared item.	Change it on the Item screen
Part Number	Copied from the shared item.	Change it on the Item screen
Warranty Period in days	Recorded on the item; nothing reads it today.	Optional
HS Code	Copied from the shared item.	Change it on the Item screen
Country Of Origin	Recorded on the item; nothing reads it today.	Optional
Version	Recorded on the item; nothing reads it today.	Optional
Authority SRO Item Serial No	A serial number of the item in a tax authority schedule, offered on customer invoice lines.	Optional
Item Image	A picture of the item.	Upload an image
Net Weight	Weight of the contents.	A weight
Tare Weight	Weight of the packing.	A weight
Gross Weight	Copied from the shared item.	Change it on the Item screen
Gross Depth	Depth.	A length
Gross Width	Width.	A length
Gross Height	Height.	A length
Volume	Height times width times depth.	Calculated
Lifecycle Status	The lifecycle status. A status that restricts Sales keeps the item off sales order lines.	Pick one
Item Group	The item group in this company.	Pick a group. Required
Item Sub Group	A sub-group of the item group.	Pick a sub-group of the chosen group
Replenishment	How the item is replenished: bought, made, or both. For a bought item the screen asks for a Purchase Unit; for a made one, BOM Unit, Type and Manufacturing Category.	Pick one. Locked once the item is on a purchase or manufacturing order. Required
Special Indicator	A special stock indicator.	Optional
Alternate Item	Recorded on the item; nothing reads it today.	Optional
Legacy Item Number	The code the item had in the old system. Shown in lookups and some transfer prints.	Optional
Relation ID	Recorded on the item and shown on the item list.	Optional
Platform	Recorded on the item.	Optional
Barcode	The item's barcode.	Optional
Reservation Type	How stock is reserved for the item. Always Manual means a manufacturing order cannot be released until its line is fully reserved.	Pick one; empty means None
Storage Structures	Down to which level stock is kept: site, warehouse, location.	Pick one. Locked once the item has stock, purchase or sale. Required
Tracking Structure	Whether the item is tracked by batch or serial number, and how.	Pick one. Locked once the item has stock or production. Required
Batch Group	The rule that numbers new batches automatically.	Pick one when the tracking structure numbers batches automatically
Serial Group	Recorded on the item; nothing reads it today.	Optional
Packaging Group	The packaging group. Picking it fills Packaging Quantity.	Pick one
Packaging Quantity	Units per pack, from the packaging group.	Filled from the group
Season	The season.	Pick one
Date From	Season start.	A date
Date to	Season end.	A date on or after Date From
Cost Element Group	The cost element group for landed cost.	Pick one
Counting Group	The counting group for stock-taking.	Pick one
Item Posting	The item posting group: is it a stock item, may it go negative. The accounts are found from it.	Pick one. Locked once the item has stock, purchase or sale. Required
Item Valuation	How stock is valued (for example moving average or standard).	Pick one. Locked once the item has stock. Required
Standard Cost	The standard cost of the item.	An amount
Standard Cost Date	The date of that standard cost.	A date
Safety Lead Time	Days before the required date that planning puts the order date.	Days
Safety Minimum Quantity	The safety minimum quantity.	A quantity
Reordering BaseOn	Recorded on the item; nothing reads it today.	Optional
Reordering Point	Recorded on the item; nothing reads it today.	Optional
Reordering Quantity	Recorded on the item; nothing reads it today.	Optional
Maximum Quantity	The maximum quantity.	A quantity
Minimum Order Quantity	Material requirement planning raises at least this much.	A quantity
Maximum Order Quantity	Not applied by material requirement planning today.	Optional
Order Multiple	Material requirement planning rounds the order up to a multiple of this.	A quantity
Catch Weight	The item is sold by catch weight. Catch Weight Unit is then required, and the variation percentages may not exceed 100.	Tick for catch-weight items
Catch Weight Unit	The catch weight unit.	Required for catch-weight items
Catch Weight Price Unit	The unit the catch-weight price is in.	Pick a unit
Standard Catch Weight	The standard catch weight.	A weight
Minimum Variation Percentage	Lowest allowed variation.	Up to 100
Maximum Variation Percentage	Highest allowed variation.	Up to 100
Potency Required	Batches carry a potency; the target and thresholds become editable.	Tick for potency-controlled items. Locked once the item has stock
Potency Target	The target potency.	Editable when Potency Required is ticked
Potency Threshold (Minimum)	The lowest acceptable potency.	Editable when Potency Required is ticked
Potency Threshold (Maximum)	The highest acceptable potency.	Editable when Potency Required is ticked
Shelf Life Unit	Shelf life counted in days or months. With it, its value, condition and a Best Before Unit are required.	Days or Months
Shelf Life Unit Value	How long the shelf life is.	A number
Shelf Life Unit Condition	How the shelf life is counted.	Pick one
Best Before Unit	Best before counted in days or months.	Days or Months
Best Before Unit Value	How long until best before. In the same unit it may not exceed the shelf life.	A number
Best Before Unit Condition	How best before is counted.	Pick one
Yield	Recorded on the item; nothing reads it today.	Optional
Percent Yield	Recorded on the item; nothing reads it today.	Optional
Hazardous	Recorded on the item; nothing reads it today.	Optional
Regular	Recorded on the item; nothing reads it today.	Optional
Restricted	Recorded on the item; nothing reads it today.	Optional
Quality Required	Receipts of the item go through quality inspection. Then Quality Group can be picked.	Tick when inspected
Quality Group	The quality group. Saving the item adds it to that group and removes it from the previous one.	Editable when Quality Required is ticked
Allow Over Transfer	Transfers may exceed the requested quantity; Over Transfer Tolerance % becomes editable.	Tick to allow
Over Transfer Tolerance %	How much over, in percent.	Editable when Allow Over Transfer is ticked
Purchase Unit	The unit it is bought in. Picking it adds a unit line marked Purchase.	Pick a unit
Over Delivery (%)	How much more than ordered may be received, in percent.	A percentage
Under Delivery	Recorded on the item and shown in purchase lookups.	Optional
Last Purchase Price	Use the last purchase price for the item.	Tick to use it
LPR Vendor	Shown read-only on the item.
Price Date	The date of the purchase price kept on the item.	A date
Price	A purchase price kept on the item.	Optional
Pricing Precision	Recorded on the item; nothing reads it today.	Optional
Approved Vendor	With Required, at least one approved vendor must be listed.	No Validation or Required
Approved Manufacturer	With Required, at least one approved manufacturer must be listed.	No Validation or Required
Approved Vendor	Recorded on the item; nothing reads it today.	Optional
Vendor	A vendor for the item.	Optional
Vendor Item	Recorded on the item; nothing reads it today.	Optional
Purchase Organization	The purchase organization.	Pick one
Purchase Group	The purchase group.	Pick one
Budget Group	Recorded on the item; nothing reads it today.	Optional
Purchase Tax Group	The tax group used on purchases.	Pick one
Item Costing Group	Recorded on the item; nothing reads it today.	Optional
Rebate Group	Recorded on the item; nothing reads it today.	Optional
Purchase Lead Time in Days	Recorded on the item; nothing reads it today.	Optional
Standard Quantity	A standard quantity for the item.	Optional
GD Rate	A rate used by the incoming shipment lookup.	Optional
Can be sale	The item can be sold. Then a Sales Unit and at least one unit line marked Sales are required.	Tick for sellable items
Sales Unit	The unit it is sold in. Picking it adds a unit line marked Sales.	Pick a unit
Over Delivery (%)	How much more than ordered may be delivered, in percent.	A percentage
Under Delivery	Recorded on the item.	Optional
Price Date	The date of the sales price kept on the item.	A date
Price	A sales price kept on the item.	Optional
Pricing Precision	Recorded on the item; nothing reads it today.	Optional
Price Loading Method	Recorded on the item; nothing reads it today.	Optional
Price Loading	Recorded on the item; nothing reads it today.	Optional
Item Pricing Group	The item pricing group, used for discounts by group.	Pick one
Sales Organization	The sales organization.	Pick one
Sales Group	The sales group.	Pick one
Budget Group	The budget group used by sales budgets.	Optional
Sales Team	The sales team.	Optional
Sales Tax Group	The tax group used on sales.	Pick one
Rebate Group	Recorded on the item; nothing reads it today.	Optional
Sales Lead Time in Days	Recorded on the item; nothing reads it today.	Optional
Distribution Channel	The distribution channel.	Pick one
Commission Group	Recorded on the item; nothing reads it today.	Optional
Costing Group	Recorded on the item; nothing reads it today.	Optional
Market Focus	Recorded on the item and shown in purchase lookups.	Optional
Country	A country.	Optional
BOM Unit	The unit used on a bill of material. Picking it adds a unit line.	Required for made items
Constant Scrap	Recorded on the item; nothing reads it today.	Optional
Variable Scrap	Recorded on the item; nothing reads it today.	Optional
Costing Level	Recorded on the item; nothing reads it today.	Optional
Planning Level	Recorded on the item; nothing reads it today.	Optional
Phantom	Recorded on the item.	Optional
Calculation Group	Recorded on the item; nothing reads it today.	Optional
Manufacturing Category	Manufacturing Category, such as Production Order, Process Order or Assembly Order. With it, a Manufacturing Policy is required; Assembly Order fixes Type to BOM.	Pick one for made items
Manufacturing Policy	Make to Stock or Make to Order.	Defaults to Make to Stock
Manufacturing Unit	The manufacturing unit that makes the item. Master Planning needs it to raise orders.	Pick one for made items
Manufacturing Pool	The manufacturing pool, copied onto orders raised by planning.	Optional
Flushing Principle	Used when the item is taken apart on a disassembly order: MAN means it is issued by hand, any other value that it is issued automatically on confirmation.	Pick one
Type	Whether the item is made from a BOM or a formula.	Required for made items

Units

The units the item moves in and their factor to the inventory unit. Opening the item fills the inventory unit line; picking the purchase, sales or BOM unit adds its line.

Field	What it means	What to put
Movement Unit	A unit the item moves in.	Pick a unit; each unit once
Factor	How many inventory units one of this unit holds.	More than 0
Rounding	Rounding of quantities in this unit.	A number
Purchase	This unit may be used on purchases.	At least one line for bought items
Sales	This unit may be used on sales.	At least one line for sellable items
Reporting Index	Recorded on the item; nothing reads it today.	Optional
FBR Unit	The unit reported to the tax authority on digital invoices (FBR in Pakistan).	At most one line
Gross Height	Height of this unit.	Optional

Variant

For a variant item: one line per variant. Codes are made by the system as the item code plus a number.

Field	What it means	What to put
Item Variant	The variant code.	Made by the system
Name	Its name. Locked once the variant is used on a document.	A name, unique unless the setting allows duplicates. Required

Item Storage Structure

The sites and warehouses where the item is kept, one marked Default.

Field	What it means	What to put
Site	A site.	Pick a site. Required
Warehouse	A warehouse of the site.	Pick one
Storage Location	A storage location.	Optional
Default	The default warehouse of the site. Manufacturing orders reserve and transfer from it.	One line per site

Approved Vendor (toolbar)

Opened from the toolbar. Vendors approved to supply the item.

Field	What it means	What to put
Vendor	A vendor.	Pick a vendor
Effective Date	Approved from.	A date, required
Date of Expiry	Approved until.	A date, required, not before Effective Date

Approved Customer (toolbar)

Opened from the toolbar.

Field	What it means	What to put
Item Variant	The variant.	Optional
Customer	A customer.	Pick one
Effective Date	From.	A date
Date of Expiry	Until.	A date

Manufacturer (toolbar)

Opened from the toolbar. Manufacturers approved for the item.

Field	What it means	What to put
Item Variant	The variant this maker is approved for.	Required for a variant item; locked otherwise
Manufacture	The manufacturer.	Pick one
Name	Its name.	Filled in
Manufacturer Approved Date	When it was approved.	A date. Required
Primary	The primary maker.	At most one per variant

Item Relationship (toolbar)

Opened from the toolbar.

Field	What it means	What to put
Item Relation Type	The kind of relation.	Pick a relation type
Item	The related item.	Pick an item
Name	Its name.	Filled in
Display Order	Order shown.	A number

External (toolbar)

Opened from the toolbar. The code a customer or vendor uses for this item.

Field	What it means	What to put
External Item For	Customer or vendor.	CUS or VND
External For	The customer or vendor.	Pick one; each once
Item	Their item code.	Their code
Name	Their item name.	Their name
Lead Time In Days	Their lead time.	Days
HSCode	Their HS code.	Optional
Line Text	A note on the line.	Any text

Competitors Price (toolbar)

Opened from the toolbar. Recorded for reference.

Field	What it means	What to put
Competitor	A competitor.	Pick one
Price	Their price.	An amount
Date Of Price	When seen.	A date
Line Text	A note on the line.	Any text

Comments (toolbar)

Opened from the toolbar.

Field	What it means	What to put
Comment Date	Date.	A date
Comments	The comment.	Any text

How to configure it

On Product Information Setting the consultant decides per company: whether a default site and warehouse are required, whether duplicate item or variant names are allowed and on what basis, and, on the Field Value lines, which fields are defaulted, required, greyed or hidden. Fields that become required by item category are set on its Mandatory Fields Depending on Item Category lines.

Scenarios

• A distributor buys and sells a product, never makes it. Replenishment PSPO, Can be sale ticked, Purchase Unit and Sales Unit filled, a default warehouse per site.
• A food factory makes a finished good from a formula. Replenishment PCPO, BOM Unit, Type FOR, Manufacturing Category Process Order, a Manufacturing Unit.
• A pharmaceutical company buys an active ingredient only from approved makers. Approved Manufacturer Required, list the makers with approval dates, tick Potency Required and fill the thresholds.
• A garment item comes in sizes and colours. On the Variant part, build the variant lines; each gets a code made from the item code.

What it is connected to

• Item - the shared layer of the item
• Product Information Setting - per-company rules for this screen
• Pricing Profile - the item's prices
• Bill Of Material - what the item is made of
• Manufacturing Order - reserves from the default warehouse
• Inventory - stock movements of the item
• Item In Legal Entity - the one-step way for a new item

If something looks wrong

• "Default Site/ Warehouse is mandatory" or "Select Default Line of Default Site/ Warehouse" The company setting requires a default site and warehouse. Add an Item Storage Structure line and tick Default.
• "Define Movement Unit in Unit Lines" The item is bought or sellable but has no unit lines. Add the units.
• "Units - atleast one Purchase check mark is mandatory" or "... Sales check mark ..." Tick Purchase or Sales on at least one unit line.
• "Movement Unit Factor cannot be zero or negative" Give each unit line a factor above 0.
• "Unit Lines - Only one FBR Unit line is allowed." Untick FBR Unit on all but one line.
• "BOM Unit is mandatory" or "Production Type is mandatory" The item is made. Fill BOM Unit and Type.
• "Manufacturing Policy is mandatory" A Manufacturing Category is set. Pick Make to Stock or Make to Order.
• "Catch Weight Unit cannot be empty" Catch Weight is ticked. Pick the unit.
• "Shelf life Unit Value is mandatory", "Best Before Unit is mandatory", "Best Before Unit Value is mandatory" A shelf life unit is set. Fill its value and condition and the best before unit and value.
• "Shelf life days cannot smaller then Best before date" In the same unit, shelf life must be at least the best before value.
• "HS Code is mandatory" The company reports to a tax authority. Fill HS Code on the item.
• "Approved Vendor is Required - define at least one vendor in Approved Vendor" Approved Vendor is Required. Add a vendor from the toolbar, or set No Validation.
• "Approved Vendor - Line ID: ... - Effective Date and Date of Expiry are mandatory" or "... cannot be before Effective Date" Fix the dates of that vendor line.
• "Approved Manufacturer is Required ..." or "Manufacturer - Line ID: ... - Manufacturer Approved Date is mandatory" Add the manufacturer with its approval date.
• "Manufacturer - Line ID: ... - only one manufacturer can be marked as primary" Untick Primary on all but one line (per variant).
• "Item Variant Lines cannot be empty" A variant item needs variant lines.
• "Item Variant - Line ID: ... is duplicated with Line ID: ..." Two variants have the same name. Rename one, or allow duplicates in Product Information Setting.
• "Inventory - only one Item Storage Structure can be mark as default" Untick Default on all but one line per site and warehouse.
• "Item Name '...' already exists in this Legal Entity ..." Another item in the company has the same name (and part or catalogue number, if the setting says so).
• "... already exists" on Save. The item is already released in this company. Open it instead.
• Item Posting, Valuation, Storage or Tracking Structure is greyed out. The item already has stock, purchases, sales or production. These cannot change once used.