SpendMap User Guide (v14.5)

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Navigation: Purchasing (Main Module) > Master Files

Unit of Measure Master File

PURCHASING > Master Files > Units of measure > Add/modify/delete

Units of Measure codes are used to qualify (describe) quantities and prices on screens and reports throughout SpendMap.

You can set up as many Units as needed (e.g. EACH, BOX, CASE, C, M, LOT, etc.) and indicate the units in most areas that quantities and prices are entered in SpendMap.

Units of Measure codes are also used to calculate the conversion from one units to another (e.g. there might be 10 EACH in a BOX). You can use different units of measure for different transactions throughout the system and SpendMap will automatically convert from one unit to another. For example, you might purchase 1,000 EACH of an item, priced at $10/BOX, receive by hundreds (C) and keep track of stock by the SKID.

Tracking changes

You can track changes to this master file with the Master File Update Log.

Defaulting

Units of Measure for both quantities and pricing can default on POs and other documents and transactions based on the selected item.

Units of Measure Master File Screen

Fields

Field

Description

Units of Measure Code

•The UOM Code is used to reference the units on screens and reports and may print on POs and other documents.

•Can be 4 characters in length and any combination of letters, numbers, or spaces.

•This is a mandatory field.

•Once the information is saved, you will not have access to this field. To modify an existing UOM Code, use the Rename Utility.

Description

•Description of the Units of Measure.

•May show on some screens and reports.

•This is a mandatory field.

Print on PO as

•If the (internal) code that you use for the UOM (above) is not meaningful enough for your suppliers, you may enter an alternate Unit of Measure here that will replace the Code, above, on POs and other forms.

Example: If you buy widgets in boxes of various quantities, you may create a Unit of Measure for each different box, such as BX1, BX2, etc. Since "BX1" and "BX2" have no meaning to your suppliers, you might enter "BOX" in this field.

Use Only with Units

•This field is used to lock (restrict) the Unit of Measure so that it can only be used with one other Unit of Measure when entering POs and other documents. This might be used if the conversion factor for the UOM is unusual.

Usage examples

Example 1 (not locked, unrestricted): M (per 1000) with a factor of 1000 has a base of (i.e. converts back to) EACH and could be used with many other Units Of Measure that also have a base of EACH, such as C (100).

Therefore, we DO NOT lock it to another Unit Of Measure. Since both M and C convert back to EACH, you could use M with C or EACH.

Example 2 (locked, restricted): On the other hand, MTR (per meter) with a factor of 3.28 is unusual and in this example can only be related to FEET (i.e. there are 3.28 feet in one meter). By locking MTR to FEET, you will only be able to use MTR with FEET on POs and other documents. For example, you could buy 10 MTR (meters) of yarn at $0.50/FEET (foot) but you could not use a price per INCH.

While you will be restricting the use of MTR (it can only be used with FEET), you will in no way be restricting the use of FEET.

NOTE: A Unit of Measure that another Unit of Measure is locked to (such as FEET above) must never be locked to a third Unit of Measure. In cases such as the one above where the Unit Of Measure is unusual, but you want the ability to relate it to various other Units of Measure, you must specify and lock (using the Use Only With Units Field) each of the potentially related Units of Measure that will be used.

For example, to be able to purchase in meters but pay in either feet OR inches, you will have to add two Units of Measure for meters (e.g. MTR1 and MTR2) and specify the applicable conversion factors for each, one to arrive at feet and one to arrive at inches. Naturally, each will have to be locked to its respective base unit by using the Use Only With Units Field.

TIP: Use the Description Field to explain the conversion and locking that you have specified for use when searching for Unit Of Measure codes.

See also “Print on PO as” above.

UN/CEFACT

•If you are using the PunchOut module, enter the UN/CEFACT units of measure code for this UOM. A complete list can be found HERE.

Conversion Factor

•Enter the conversion factor for this UOM. This is a mandatory field.

•This is the conversion (multiplication) factor for converting corresponding prices and quantities to a base of one (or each). This is needed to enable SpendMap to establish relationships (conversion) between different Units of Measure.

•It is essential that the conversion factors that you enter for any related Units of Measures always convert to the same common base. See reference to the “Use Only With Units” field, above.

Example: A common base of EACH might be used for both M (per 1000) and C (per 100) so that SpendMap can establish relationships between M and C. For example, you might buy 12 M (12,000 EACH) widgets at a price of $5/C (or $0.05 EACH), for a total of $600. If the base used is not the same for M and C, relationships such as the one above will not be possible.

•In most cases, the conversion factor will be straight forward as in the commonly used Unit of M (multiples of 1000) which has a conversion factor of 1000 or, in the example above. However, in some cases the conversion factor is not so straight forward, for example, when converting meters to feet. A good rule of thumb is as follows...

“The Conversion Factor is whatever you must divide the Unit of Measure by to get the Base Unit”

Examples:

UNIT OF MEASURE ÷ FACTOR = BASE UNITS

M ÷ 1000 = EACH

C ÷ 100 = EACH

MTR ÷ 3.28 = FEET

FEET ÷ 12 = INCH