Cream of the Crop 1/Cream of the Crop 1.iso/BUSINESS/PWRQUOTE.ARJ/PART.DOC

Text File | 1991-04-11 | 8KB | 150 lines

                          HOW TO USE THE ITEM SCREEN


This screen is used to create and update the item database. The item database
maintains information on item descriptions, classifications, discount schedules,
and unit prices.

The discount schedule field is tied to the five discount schedule fields on the
Customer screen. If an item is coded with a discount schedule number, the
discount percentage in the customer's corresponding schedule number is applied.
For example, suppose an item has the number 3 in the discount schedule field.
The discount percentage in discount schedule 3 for a particular customer will be
applied. The discount schedule allows the application of different discount
percentages to different classes of items. For example, a company may want to
apply one discount percentage against computer hardware items and another
discount percentage against computer software items. This company could code all
the computer hardware items with the number 1 in the discount schedule field on
the Item screen. They could code the number 2 in the discount schedule field on
computer software items. They would then for each customer enter the discount
percentages for hardware and software in discount schedules 1 and 2. The
discount schedule field on this screen can be left blank if there is no discount
to be applied.

The Cust Disc fields are tied to the Cust Type field on the Customer screen. If
a customer is coded with a customer type, the discount percentage in the
corresponding Cust Disc field is applied. For example, suppose a customer has
the number 1 in the customer type field. The discount percentage in the first
Cust Disc field on this screen will be applied.

It is possible for a customer to receive a discount based on the item class and
to receive a discount based on the customer type. In this case, both discounts
are summed and applied to the list price.

The system creates an index on the fields Major Category and Sub Category. This
index can be used to search for an item. Spelling is critical for these two
fields. For an item to come under the same Major Category and Sub Category, the
spelling for these fields for a subsequent item must be the same as the spelling
for a previous item. For example if an item is a Compaq computer and the value
entered for an item in the Major Category field is COMPUTER and the value
entered in the Sub Category field is COMPAQ, then subsequent items which are
Compaq computers should be coded with the same Major Category and Sub Category
field values.

The 10 price fields at the bottom of the screen allow you to enter different
prices when different quantities are purchased. It allows you to enter quantity
discount prices. If quantity discounts don't apply, simply enter one price. If
the From Qty And To Qty fields are left blank, they default to 1 and 999,999
respectively.

The Lot Size field is used to specify lot pricing. If an amount is entered in
this field, the price in the first price field is charged for a quantity up to
the lot size. For example, if the lot size is 16 and the first price field
contains $100, a quantity of 1 to 16 will be priced at $100. A quantity of 17
to 32 will be priced at $200 and so on.

The Cost field is used to store the cost of the item. This amount is used when
creating purchasing orders and is used to calculate the sales margin on the
Sales Margin report.

The Keep Inventory field must be 'Y' or 'N'. Entering a 'N' in this field will
identify an item as a non-inventory item. This is useful for items where you
don't want the computer to keep track of inventory.

When the quantity on hand for an inventory item falls below the minimum
quantity, the system will compute the reorder quantity. If the reorder quantity
is greater than zero, the item will appear on the Item Reorder report. The
formula for computing the reorder quantity is:

Max Qty - Qty On Hand + Backorder Qty - Qty On Order

Vendor is a field where suggested vendor(s) for the item can be entered.

The Qty On Hand, Min Qty, Max Qty, From Qty and To Qty fields will all accept
a decimal point for fractional quantities. The decimal point if needed should be
entered as part of the field.

The Last Update field is updated whenever a update is made to the item or
whenever the item is received on a purchase order.

The Last Sold field is updated whenever the item is sold on an invoice.

To add an item record:

(1)  Enter 'A' in the process code field
(2)  Fill in the fields
(3)  Press Enter

     The field Stock No is the key field and duplicates are not allowed.
     Negative prices (credit amounts) should be entered with a leading minus
     ('-') sign. If the unit price has 1 or more positions after the decimal
     point, the decimal point should be entered as part of the field. For
     example, 789.12 should be entered as 789.12

     The field Last Update is a protected field and is automatically filled with
     the current date.

To inquire on an item record:

(1)  Enter 'I' in the process code field
(2)  Fill in the Stock No field
                 or
     Position the cursor in the Stock No field and press the F8 key. This will
     bring up a pick list of major categories of items. Use the UpArrow,
     DownArrow, PgUp and PgDn keys to move the highlight to the proper major
     category. When the highlight is at the proper major category, press Enter
     to select the major category. After a major category has been selected, a
     pick list of sub categories for the major category selected will be
     displayed. A selection is made from this pick list in the same manner as
     selecting a major category. After a sub category has been selected, a pick
     list of item descriptions for the sub category selected will be displayed.
     You can select the proper item from this pick list. After the proper item
     has been selected, the system will delete all the pick lists from the
     screen and leave the corresponding Stock No in the Stock No field. If you
     press Esc while in the item pick list, the sub category pick list will be
     displayed. You can select another sub category or press Esc again. If you
     press Esc again, the major category pick list will be displayed and you can
     select another major category. Pressing Esc will always take you back to
     the previous pick list.
(3)  Press Enter

     After you have performed a successful inquiry, pressing the F4 key will
     bring up the previous item. Pressing the F5 key will bring up the next
     item. The system sorts all items by major category, sub category and stock
     number in determining which items come before or after an item. You can
     perform an add, update or delete on an item and then press the F4 or F5 key
     to get the next or previous item.

To update an item record:

(1)  Inquire on the item record that you wish to update
(2)  Enter 'U' in the process code field
(3)  Update the fields as needed. It is not necessary to re-enter fields where
     there are no changes.
(4)  Press Enter

     The field Stock No can be changed even though it's a key field. The only
     restriction is that the new value can't already exist in the database. The
     fields Major Category and Sub Category can also be changed even though
     they are index fields.

To delete an item record:

(1)  Inquire on the item record that you wish to delete
(2)  Enter 'D' in the process code field
(3)  Press Enter

To clear the screen, press F9.

To exit the screen, press Esc.