Stock File Additions

The Stock File Additions function provides the ability to add new stock items to the system. It allows access to all fields related to a stock item and allows you to assign the item to multiple warehouses.

Stock Number

• Enter the alphanumeric (maximum 10 characters) code used to uniquely identify this stock item. Select the magnifying glass to make sure the stock item does not already exist.

• Entry of a blank stock number will exit the program.

Commodity

• Enter a valid commodity code (mandatory) as defined in the commodity code database. Select the magnifying glass select from previously defined commodity codes.

• The description of the commodity code will be displayed at the bottom of the screen.

Category

• Also known as Type and is (mandatory) and used to distinguish between inventoried and non-inventoried stock items. As implied by the name, inventoried stock items are items that exist in a warehouse that require an accurate inventory be kept. Non-inventoried stock items are items not carried in inventory but rather ordered directly from the supplier as needed.

• Enter I if the stock item is to be inventoried. A Warehouse Information window will display at the bottom of the screen.

• Enter N to create a non-inventoried stock item.

Inventory

• Enter a valid inventory code as defined in the inventory code database. This field is optional. Select the magnifying glass to select from previously defined inventory codes.

• The description of the inventory code will display at the bottom of the screen.

Buyer

• This field is updated in purchasing and represents the last buyer to purchase this particular stock item. This field is optional.

Purchase Measure

• Enter the unit of measure the items are to be purchased in, ie. each, box, case. This field is optional, the maximum field length is 10 characters.

Purchase UPM

• This field represents the purchase units per measure or, the number of individual units that comprise the purchase measure ie. 1.00 (each), 12.00 (case), etc. This field must be greater than zero and will be used to calculate the conversion factor. Entry of this field is optional.
  

Issue Measure

• Enter the unit of measure the items are to be issued in from the warehouse, ie., each, box, case. This field is optional, the maximum field length is 10 characters.

Issue UPM

• This field represents the issue units per measure or, the number of individual units that comprise the issue measure ie. 1.00 (each), 12.00 (case), etc. This field must be greater than zero and is used to calculate the conversion factor (#10). This field is optional.

Conversion Factor

• The conversion factor will be calculated automatically by the system as the purchase UPM divided by the issue UPM. This is used to convert the purchase measure to the issue measure for accurate inventory count.

• E.G If you purchase goods in a 10 bottle case and issue by the individual bottle the purchase UPM will be 10.00, the issue UPM will be 1.00. The conversion factor will be 10.00. On the other hand, if you purchase lumber by the stick and issue by the 5 stick bundle your purchase UPM will be 1.00, your issue UPM will be 5 and your conversion factor 0.20.

Cost

• If Moving Average Price is in effect (atrieveWarehouse Master Profile #14) and this is an inventoried item, you will be restricted from entering this field. It will be calculated by the system based on actual warehouse transactions. To initially set the Moving Average Price, use the Warehouse Setup program. If standard cost is in effect or this is a non-inventoried item, enter the cost of the stock item.

• The vendor for this price can be set to the default, ATS Price Initailization or a vendor from the Vendor File can be selected by entering the vendor number or by using the magnifying glass to select a vendor. The screen shown below displays when the cost price is entered. This information will be added to the vendor purchase history for this item.

Issue Price

• The issue price will be calculated automatically by the system using the cost price multiplied by the default warehouse markup (atrieveWarehouse Master Profile).

Next Cost

• The next cost field is only available if standard costing is in effect. Enter the next cost price for the item. This is used in conjunction with the Create New Standard Cost program to update the cost to the next cost for all stock items in the system.

Tax Code

• Enter the tax codes that apply to this stock item. The tax codes must exist in the atrieveFinance Tax Code Database. You can enter a maximum of 3 tax codes, the description of each will be displayed at the bottom of the screen.

Preferred Vendor

• A preferred vendor can be assigned to a stock item. Use the magnifying glass to search the vendor file, or enter the vendor number. The vendor name will display below this field. This would be the default vendor for that stock item when creating PO's through the Buyer Processing module in atrievePurchasing.

• Preferred vendors can also be setup for a range of stock items, or based on vendors awarded items on a tender through the Preferred Vendor Update (atrievePurchasing )

Note: Both Contract Pricing and the Preferred Vendor cannot be used simultaneously. The method used is dependent on field 20=Contract Pricing/Preferred Vendor, in the Purchase Requisition Parameters (atrievePurchasing). The default is preferred vendor (P) as contract pricing requires an additional license.

Catalogue Description

• Enter the short form catalogue description of the stock item. This field is mandatory and used as a key for various reports. The individual words in the description are indexed for maximum speed and flexibility in Stock File Lookups. (71 character maximum.)

Product Description

• Enter the full description of the stock item. (150 character maximum length). The catalogue description entered above will appear as the default if you are in Stock File Additions. The individual words in this description are indexed for maximum speed and flexibility in Stock File Lookups.

Warehouse Information 

• The warehouse information window only displays if you are dealing with an inventoried stock item. If you are in Stock File Changes you will proceed directly to the Warehouse Information Menu. When entering the various warehouse fields, use your cursor keys to move from one field to another.

WHSE

• An inventoried stock item must exist in the Master Warehouse (atrieveWarehouse Master Profile). In Stock File Additions the Master Warehouse displays in the first warehouse field. You are now ready to input the corresponding warehouse stocking information.

• To set up the remaining warehouses, press the magnifying glass in the warehouse field to display valid warehouses to choose from. Select the desired warehouse and input the corresponding warehouse stocking information.

• Select to set up the remaining warehouses. Press the magnifying glass in the warehouse field to display valid warehouses, input the corresponding warehouse stocking information.

• Select at the warehouse number to terminate entry of warehouse information.

Loc 1

• Enter the primary location in the warehouse where this item is stored. This field is optional; however it will be used as the criteria if you choose to produce picking slips by location (atrieveWarehouse Master Profile). (10 character maximum.)

Loc 2

• Enter the secondary location in the warehouse where this item is stored. This field is optional, maximum field length is 10 characters.

Loc 3

• Enter the third location (10 character maximum) in the warehouse where this item is stored. This field is optional.

SSL

• Enter the stock safety level. (This field is also known as the minimum).

ROP

• Enter the reorder point. This will be the criteria for flagging a stock item for reorder. When the on-hand quantity falls below the reorder point, the stock item is flagged for re-order.

EOQ

• Enter the economic order quantity, or the quantity that is most economic when ordering.

Max

• Enter the maximum stock level.

Field ## To Change

• Enter the number corresponding to the field you wish to change. Depending on the options chosen, you may be restricted from modifying some fields. To change any warehouse information for an inventoried stock item, select field #=17. You will proceed to the Warehouse Information window. If more than one warehouse was set up, the top right corner of the warehouse window will show the page you are on (page 1 of 2). Use arrows to change warehouses. 

Manufacturer Part Number Maintenance Screen

• The Manufacturer Part Number Maintenance Screen allows you to enter the part or catalogue numbers used internally by the various manufacturers or suppliers to identify the stock item. The manufacturer part number is used in Purchase Order Entry to better identify the stock item you wish to purchase.

Manufacturer Part Number

• Enter the manufacturer's part number (30 character maximum).

• Entry of a blank part number will terminate entry and take you to the Manufacturer Part Number Menu at the bottom of the screen.

Manufacturer Name

• Enter the manufacturer's name (30 character maximum). If possible, use the magifying glass to select a valid vendor from the vendor database. The manufacturer's name is not validated.

Asset ID

• A 10 character Asset ID (category) can be entered for the manufacturer part number information. Only one asset ID can be used for each stock item. This number is not validated.  

• The display and use of the Asset ID field is controlled by the atrieveFinance User Profile, field=  Asset ID Entry on Stock Items. and must be set to Y.

• The Asset ID will be used to facilitate an interface into 'Sourcesmith' fixed assets software. When items with a selected asset number are entered on a PO in the Powerschool system, the stock item is included in an interface file that can be loaded into 'Sourcesmith' software.

Contract Price Maintenance Screen

• The contract price screen will display any contract prices that exist for the currently selected preferred vendor. If contract prices exist for other vendors, they are also accessible.

• Contract pricing can be updated manually, on an item by item basis, or the Preferred Vendor Update can be used to automatically update prices, based off awarded tender prices.

Note: A stock item cannot have multiple prices for the same effective date from the same vendor.

• The atrieveFinance PO Entry and Changes menus will use the contract price if the associated vendor is selected.

• atrievePurchasing will always select the active contract price and the preferred vendor will be the default when the PO is being processed.

Effective Date When I is entered the  following Prompts appear:

• Enter the date (YYYYMMDD) that the contract price will take effect. The default is the current date.

• The effective date must be unique for the stock item and vendor supplying the contract price.

Expiry Date

• Enter the date (YYYYMMDD) on which the contract price will expire. The system will verify that the expiry date is greater than or equal to the effective date.

% Increase

Select o accept the default of no % increase. Enter a percentage amount as a whole number, if applicable (ex. Entering 10 would indicate that a 10% increase be applied to the awarded price).

The impact of contract pricing on non-inventory and inventory stock items.

Non-inventory items

• In addition to transactions such as PO entry, the cost price can be changed through Stock File Changes, or the Preferred Vendor Update when based off a tender. If contract pricing is in effect, the price from the contract price screen will be used, however, the vendor purchase history will not be updated until a PO has been processed.

Inventory Items Using moving average price

• The cost price cannot be modified. It is updated based on the moving average price formula. If contract pricing is in effect, the price from the contract price screen will be used, however, the vendor purchase history will not be updated until a PO has been processed. The cost price will be calculated in the same manner as it is currently being done.

Inventory Items Using last standard cost

• The cost price can be modified, however, the functionality will remain the same as inventory items using the moving average price.