Item Record OpSuite V6

Item Record OpSuite V6

Click on the appropriate tab to take a look at the new and improved features of V2 for Item Cards.

Items
Home
Inventory
Pricing
Suppliers
Shop
Links
History
Settings
Images
Items
Items
 
To access an Item Record, select Items from Inventory in the navigation menu. The Item list, or item search screen will appear, displaying the top set of items.  
 
 
 

 


Locate an item record by using the search bar to filter items. Beside each item there are five different icons. When hovering over each icon, the function of the icon will appear. The purpose of each is as follows:
  1. Eye - View Item
  2. Pencil and square - Edit Item
  3. Red X - Deactivate Item (This only inactivates the item, it does not delete it. The item is removed from various lists and reports. It is particularly useful when an item is no longer stocked, or has been discontinued.  The item remains visible in the list until stock at ALL locations is zero.)  
  4. Cloud - Edit Item Images
  5. Pencil - Edit Item V2
Above the five icons there is the ability to create items and more specifically, New V2 items. 




Clicking on the pencil icon allows the user to view item specifics in V2. 


Home




Clicking on the pencil icon allows the user to view item specifics in V2. 



Across the top of each item card on the Home tab, in the blue box, are tabs for Inventory, Pricing, Suppliers, Shop, Links, History, Settings and Images. From the Home tab, 19 fields are viewable for each item. The ability to view some fields may be dependent upon the role assigned to each user. The fields are listed below:

  1. SKU -  Commonly known as Item Lookup Code or Item ID. This is a unique number or name (alphanumeric) used to identify an item. SKUs can be automatically generated or manually entered. This is a required field.  
  2. Description - Basic description of the item. This is the description used by default on all receipts, purchase orders, transfers, etc. The description can be up to 30 characters long and is a required field.
  3. Barcode Number - Contains an optional barcode number or alternate SKU is alphanumeric.
  4. Barcode Format - Drop down field indicating the type of barcode to be printed from the system if barcode labels are printed for an item.
  5. Location Group - This drop down field is used to display information related to the item for each location. Each location to which an item is assigned can maintain its own price, cost, on hand, on order, etc. This is where the user will view or edit this information.
  6. Department/Category -  Drop down field indicating to which department or category the item belongs. This field is required. 
  7. Color - The primary color assigned to an item, used for descriptive purposes. 
  8. Sub Description 2 & 3 - These fields can be used as additional item descriptors for item categorization. 
  9. Tags - Categorization and other identifying attributes attached to an item for various purposes, including reporting. 
  10. Ext Description - Free-form field with extended length to manage longer descriptions. Often used for storing eCommerce item description information. 
  11. Manufacturer - This is a free-form field specifically designed to track the manufacturer or publisher of the product.  
  12. Item Style - 
  13. Item Type - Items can be identified as Standard or Serialized
  14. Unit of Measure - Drop down field indicating the default unit of measure of the item (Each, Ounces, Pounds, Grams, etc)
  15. Alias SKU - An alias is an alternate identifier for an item by which an item can be referenced, searched, or sold. A single item can have an unlimited* number of aliases, but each alias must be unique in the system since they are identifiers.
  16. Date Created - This is the date the item was created.
  17. Date Updated - This date will reflect the most recent change to the item or its fields and identify the user who made the most recent change.

Inventory
Inventory

Moving to the Inventory tab provides an overview of item availability. Under the blue header will appear Total On Hand, Total Committed, Total Available and Total On Order. These totals reflect total availability from all locations. Under Location Detail is specifics for each location stocking the particular item. 



Each location that stocks the item on the item record will show Quantity On Hand, Quantity On Order, Committed, Available, Offline, Reorder, Restock, Bin and Last Received. This allows for better monitoring of inventory, ordering and restocking levels. 

Pricing
Pricing




Immediately under the list of tabs the user will see Master MSRP, Master Price, Master Cost and Master Margin for the item. 

The Pricing tab displays important information related to the item at each location. With assigned permissions, the user is able to edit item cost at each location, maintain its own pricing, on hand and on order numbers. Each location offering the item will be listed and shown with item cost, last cost, profit margin and sale price. There is also the ability to change Price A, B and C. When making edits in the Price A, B or C columns, look for the saved green check mark in the upper right corner beside the Back to Lookup.

On the Pricing tab, the columns displayed can be changed by clicking on the gear box. (See yellow arrow.) This will be user preference. 



Suppliers


 

At the top of the Supplier tab, the user will see Primary Supplier, Supplier Code, the contact, phone number and email address for the assigned Primary Supplier. 

The Suppliers tab will include details on all suppliers who carry the item and specific information related to the supplier. Items may have many suppliers, however only one supplier can be listed as the Primary Supplier. When automatic ordering is used to create purchase orders, the ordering will be from the Primary Supplier. Other listed suppliers may be used, but those purchase orders will have to be added manually. 

To add a new supplier to the item card, click on Update Item Suppliers.




A window will appear listing all suppliers, click the blue plus + symbol and the supplier will be added to the Supplier list on the item card. Then click close. 



The columns shown for each supplier will include 
  • Supplier Name - This data comes directly from the supplier record.
  • Supplier Code - This data comes directly from the supplier record.
  • Reorder Number - This is the supplier’s reference or SKU from their catalog.
  • Min Order - This is the minimum quantity of the item the supplier requires in order to buy from them.
  • MPQ - This is the minimum pack quantity required by the supplier.
  • Supplier Cost - This is the specific supplier cost for the item.
  • Tax Rate - ??????
  • Notes - Optional notes for the supplier or the item. 

These columns can be modified by clicking on the gear box. (See yellow arrow.)




If at any time the Primary Supplier should change, the change can be made by clicking on the star beside the Supplier Name. This will change the Primary Supplier and the contact information listed at the top of the tab.
Shop
Shop

From the Shop tab, the user is able to mange the item as it appears on the website. 



In order for the item to publish to the website for live shopping, the user must toggle the Available For Web and Active beside the location(s). (See blue arrows.)



The fields on the item Shop tab will appear beside the image. Fields are as follows:
  1. Web Name - This should be the name of the item.
  2. Web Summary - This should be a short description of the item; it is a summary only.
  3. Web Description - This should be a more in depth explanation of the item. It could include measurements, color, extra details, etc.
  4. Master Web Price - This is the sale price of the item. 
  5. Web Category - This is a drop down option where the item can be assigned to a category: apparel, trinkets, glassware, gameday, etc. There is also the ability to create a new Web Category if needed.
  6. Tags - what is this?

Under Location Detail, the user also has the ability to hide or rearrange columns. This is done by clicking on the gear icon. (See yellow arrow.)



Links
Links - ????



From the Links tab, the user is able to set Item Hierarchy, depending on the different levels of product granularity. The granularity for each product is a key component because it will affect the accuracy of demand planning. 

Under the row of tabs in the blue bar, there are three other tabs shown. They are Item Hierarchy, Tag Along Items and Substitute Items. From the Item Hierarchy tab, the user is able to Update Parent and Update Children associated with each item. (See yellow arrow.)






From the Tag Along Items tab, there are two items shown as a tag along for this item. Tag Alongs are an additional item or product sold alongside a primary item as part of a bundle or promotional offer. The image below shows the two tag alongs. From the Update Tag Along Items, the user has the ability to change, edit or update the offered tag along item.





The Substitute Items tab provides a list of products that are similar to the item on the item card, and with customer approval, can be substituted when necessary. The item will be similar in function but may differ by supplier. By clicking Update Substitute Items, the list can be changed as needed.



History

History

The History tab is a snapshot report of all actions associated with the item. It will include sales, transfers, purchase orders, manual adjustments, etc. The report will display the date and time the action was made, the type of action, the change in quantity from the action, the location and the user who performed the action. The transaction or order number associated to the action will also appear. By clicking on the transaction or order number, the user will be linked directly to the order or transaction for more specific details. The history details can be filtered by type, location or user by simply typing in the filter fields of the respective column. 




Settings

Settings



The Settings tab provides essential settings as related to the item record. Settings from the record are global; they apply to all locations that carry the item.

Note: The Settings tab will only be available to users with the assigned permissions. 

 From the Settings tab the user will see Item Settings, Label Settings and Commission Settings, Item Messages, Roles Allowed to Edit Item and Item Notes.

  1. Item Settings - toggle to use
    1. Item is Active - When toggled, the item is active and available; when not toggled, the item is inactive. The default setting is set to available.
    2. Must Enter Price at POS - When toggled, this item will require the user to enter a price at the point of sale. This is used for items that have a varying price that is not known until presented at the point of sale. The default setting for this feature is unchecked.
    3. User Cannot Enter Quantity at POS - When toggled, the user cannot change the quantity at the point of sale. 
    4. Item Not Discountable at POS - When toggled, the item cannot be discounted at the point of sale. The default for this setting is unchecked.
    5. Item is Not Returnable - When toggled, the item is not able to be returned to the store. 
    6. Item Not Placed on PO - When toggled, the item may not be placed on a purchase order. This is most often used when an item is being discontinued or phased out. The default setting is unchecked. 
    7. Customer Required on Transaction - When toggled, a customer record is required at the point of sale for the transaction of this item. The default setting is unchecked. 
    8. Item Used with Food Stamps - When toggled, this item can be purchased using Food Stamps.
  2. Label Settings - Drop Down
    1. Using the drop down menu, the user may select the label size and layout for label designs. 
  3. Commission Settings - Drop Down
    1. Using the drop down menu, the commission type is assigned. The assigned choices are No Commission, Sales Rep. Commission or Item Commission. 
  4. Item Messages - This is used to provide a specific message that will is displayed at the point of sale when the item is sold. The message appears to the cashier/user. The default setting is no message. 
  5. Roles Allowed to Edit Item - This allows for the selection of specific user roles that are allowed to access the item.
  6. Item Notes - This is used to provide specific notes related to the item. 



Images
Images

From the Images tab, images of the item can be uploaded from a URL or computer. Images are restricted to a maximum of 5MB and must be in jpeg, png or webp formats. Once the desired image(s) appear, click save.



Images can also be saved from the Lookup page. Clicking on the cloud icon beside the item, will send the user back to the Image tab.

 
 


 

 
 















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