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SpendMap User Guide (v15)

PURCHASING > Master Files > Items > Add/Modify
(also available in other areas of the system)

 
The Item Master File (sometimes referred to as “item catalog”) contains information on the items that you either buy repetitively or keep in stock (for those using the Inventory Control Module).

The Item Master File is one of the “primary” master files in SpendMap in that many of the fields on Purchase Orders and other documents will default based on the selected item (e.g. description, unit of measure, pricing, account coding, etc.). You can also track purchase history and otherwise sort, filter and search for information in the system by Item Code (i.e. part number). See also Master Files – Overview.

While fields will default on POs and other documents based on the selected item to save time, many fields can be changed on a document-by-document basis.

You are not forced to use items from the Item Master File on POs and other documents. You can create documents for one-off items and type in the item details manually for each document.

For each item added to the Item Master File, a corresponding Item History Card is created to record all purchase, receipt, inventory usage, adjustment and transfer transactions for the item.

If you are using the Inventory Control Module, items that you keep in stock MUST be added to the Item Master File, along with inventory-specific details such as re-order levels, etc.

hmtoggle_arrow0        Item field options

hmtoggle_arrow0        Other ways to populate the Item Master File

hmtoggle_arrow0        Tracking changes

hmtoggle_arrow0        Deleting items

hmtoggle_arrow0        Locking items

hmtoggle_arrow0        Internal notes and attachments

hmtoggle_arrow0        Item catalogs

hmtoggle_arrow0        Item access level

 
 

Item Master File Screen

Information in the Item Master File is organized into a series of folders (tabs).

Folder

Description

GENERAL

General and default information that will carry forward to POs and other documents.

SUPPLIER

Supplier-specific information for the item, including pricing, much of which will carry forward to POs and other documents.

EXTENDED DESCRIPTION

Extended (additional/long) description for the item, which will carry forward to POs and other documents.

INVENTORY/LOCATIONS

Inventory (stock) information and settings for the item, used for the Inventory Control Module.

MISC

Miscellaneous information and settings used by optional modules.

IMAGE

An image/picture of the item, which is displayed on various screens for reference purposes.

BARCODE

Barcode (scanning) information and settings for the item, used for the Inventory Control Module.

 
General Folder

The [GENERAL] Folder contains mostly default information for the item that will be copied onto POs and other documents but can be modified on each document if needed.

hmtoggle_plus0        Fields

 
Supplier Folder

The [SUPPLIER] Folder contains supplier-specific information for the item (i.e. information that can be different for each supplier), such as pricing, lead time for delivery, and so on.  This information will be copied onto new POs and other documents when the applicable supplier is used but, for most fields, can be modified on each document if needed (e.g. a one-time discount).

The suppliers listed here are your "standard suppliers" for the item, which SpendMap will recommend to users when creating POs and other documents.  However, users may have the option to purchase the item from non-standard suppliers if needed, so you don't necessarily need to set up each and every potential supplier of the item here.  The item's History Card (and other reporting) will show the complete history, including the actual supplier that the item was purchased from, whether listed here or not.

If you create a new PO or other document for a supplier that is NOT specified here (a "non-standard" supplier), SpendMap will use the pricing and other information from the primary supplier (see below for more details).

hmtoggle_arrow0        Additional options when using non-standard suppliers

A “_star” in the Primary Column indicates the "primary supplier" for the item.  If more than one supplier is setup for the item, SpendMap will recommend the primary supplier when users enter POs, Requisitions and other transactions for the item (but users can choose another supplier if needed).  Use the [SELECT PRIMARY SUPPLIER] button to select your primary supplier.

TIP: You can enter pricing and other information to carry over to new POs and other documents WITHOUT specifying all of the potential suppliers in advance here.  For more details and options, please see the notes under "Pricing the same for all suppliers?" in the description of the List Price field, on the Item/Supplier Details Screen, below.

hmtoggle_plus0        Buttons

 

Item/Supplier Details Screen

This screen is used to enter supplier-specific information for the item, such as pricing, that will be copied onto new POs and other documents for the applicable supplier but, for most fields, can be modified on each new document if needed.

All of the fields can be different for each supplier.

TIP: You can enter pricing and other information in the fields below to carry over to new POs and other documents WITHOUT specifying all of the potential suppliers in advance here.  For more details and options, please see the notes under "Pricing the same for all suppliers?" in the description of the List Price field, below.

hmtoggle_plus0        Fields

 

Price Breaks Screen

This screen is used to enter price breaks (volume discounts) for this item from the selected supplier. If price breaks exist, they will be displayed after selecting the item when entering POs and other documents. You may then decide to order a different quantity to take advantage of a volume discount.

[ADD], [MODIFY] or [DELETE] price breaks as needed. Click the [NEW] button to start over.

Enter the minimum quantity that must be purchased to receive the corresponding price, then enter the unit price that you are eligible for based on the quantity entered above.

 
Extended Description Folder

The [EXTENDED DESCRIPTION] Folder contains extended (additional/long) description for the item, which will carry forward to POs and other documents. The extended description is also displayed on some screens and optionally on many reports.

Right-mouse-click to access spell check and cut and paste functions.

TIP: To enter internal notes for your reference that will NOT be printed on POs and other documents, use the [NOTES] button at the bottom of the screen instead.

hmtoggle_plus0        Buttons

 
Inventory/Locations Folder

The [INVENTORY/LOCATIONS] Folder contains inventory (stock) information and settings for the item, for use with the Consumable Inventory Control Module, although a few of the fields can be used for non-stock items as well.

Items in the Item Master File can be stock or non-stock items. That is, even if you are using the Inventory Control Module, you may not keep stock for some items. If an item is not set up as a stock item (using the Maintain Stock check box), inventory-related features will be disabled and you will not be able to maintain an in-stock balance for the item.

hmtoggle_plus0        Fields

 

Locations/Bins Summary Screen

This screen lists location-specific information for the item, that is, information that is different for the item at each inventory location, such as the bin numbers, re-order levels, and maximum inventory level.

NOTE:  You do NOT necessary need to enter location-specific details for the item here in order to maintain stock of the item at a particular location.  If the item is set up as a multiple-location item but no location-specific details are entered here, SpendMap will simply use the item's overall (non-location-specific) information when needed.  For example, if no reorder points are set up for an item at a particular location, SpendMap will use item’s overall re-order level, as specified in the [INVENTORY/LOCATIONS] Folder, when determining if the item needs to be reordered.  

TIP:  To only allow the inventory locations specified here to be used on Purchase Orders and other transactions for the item, use the setting "Only allow locations assigned to item", in Inventory Options.

TIP:  This information cal also be imported.

hmtoggle_plus0        Buttons

 

Location/Bin Details Screen

This screen is used to enter location-specific information for the item.

hmtoggle_plus0        Fields

 
Misc Folder

The [MISC] Folder contains miscellaneous information and settings used by optional modules.

hmtoggle_plus0        Fields

 
Image Folder

The [IMAGE] Folder contains a picture of the item, which can be displayed on various screens to help users when selecting items.  Among other areas, you can optionally display the item images on Lookup Lists and the images will also be displayed on the Product Sourcing Page in Shopping Cart Item Requisitions.

TIP: You can view full Item Master File details (including the image) from most areas of the system by selecting the [VIEW] button on any item Lookup list.

Image files reside in the /IMAGES folder and can be .BMP, .GIF, .JPEG or .JPG files.  You can either add image files to the /IMAGES folder manually before selecting them here, or you can use the [ADD A NEW FILE] button on the image Lookup list to add new files to the /IMAGES folder.

TIP: If you are using the web-based version of SpendMap, consider using JPEG or GIF files instead of BMP files, since JPEG and GIF files are smaller and will download faster over the Internet.

Select the “Scale to fit window” check box to stretch/expand the image to fit the screen. Some resolution may be lost.

 
Barcode Folder

The [BARCODE] Folder contains barcode scanning information and settings for the item, used for the Inventory Control Module. For details, see Barcode Module.

When processing inventory-related transactions that support barcode scanning (e.g. usages, inventory counts, etc.), you can scan either the system’s internally-assigned barcode OR your suppliers’ UPC (Universal Product Code) barcodes. Regardless of whether you scan your internal barcode or a UPC, SpendMap will resolve the scan to the item in the Item Master File.

The “internal barcode number” will be filled in by the system automatically when a barcode label is printed for the item for the first time, be that the first time the item is received or if you print barcode labels on demand.

hmtoggle_arrow0        Barcode Label Receipts Option

hmtoggle_arrow0        Asset Item Barcode Labels

Associated UPC Barcode Numbers

If your suppliers include barcode labels on items that they ship to you and if you prefer to scan those barcodes rather than printing your own (internal) barcode labels, you can assign one or more UPC barcode numbers to the item here.

TIP:  This information cal also be imported.

hmtoggle_arrow0        More about UPC codes

hmtoggle_plus0        Buttons

 

Item-to-Barcode Association Screen

hmtoggle_plus0        Fields