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How Do I Add A Family Of Items?

This section describes how to add a family of items to the system. A family of items is a basic item that comes in different varieties and/or sizes and all sell for the same price, for example a shirt which comes in different colours, sizes and fit. This is also referred to as a colour/size matrix.

You should be familiar with adding basic items before attempting to add a family of items (see How Do I Add A New Basic Item?).

Adding family items quickly is done through the use of variety, size and fit sets. You should understand how these work and how to add them.

How Do I Add A New Variety Set? 

How Do I Add A New Size Set? 

How Do I Add A New Fit Set? 

1

Start the Items task from the menu.

2

Click the New button.

3

Figure: Example New Add Item Screen

Select the 'family of items' options option. Enter the EAN/UPC, supplier and/or order code and click the Add button. The system checks if there are any matching items.

4

If there are no matching items, the system prompts for details about the family group. Go to 6.

5

If there are matching items, the following window is displayed.

Scroll through the list of items displayed. If none are the item you want to add then click the Create Item button. ask for details about the family group. Go to 6.

If one of the items is your item, then highlight the row by clicking on it and click the Select button. The item is retrieved and you can change details as required. You have finished adding the item.

6

At this stage the system displays a form requesting details about the basic item. You now need to fill in the information.

7

Enter the brand and press the Tab key. If the system doesn't recognise the brand it prompts if you want to add it as a valid brand. If you know this is the first time the brand has been entered then answer Yes. Go to 8. If you think the brand should already exist because of a previously added item, answer No. Press the  button next to the brand to search for the list of existing brands. Enter the first few letters of the brand and click the Find button. The system tries to find matching brands. If there is none the system prompts you that there are no matching records. In this case you know that it is safe to add this brand. Click OK, then Cancel. You will be back on the main item form. Press the Tab key to move out of the brand. This time when the system tells you the item brand doesn't exist answer Yes.

If the system did find matching brands, click on the brand you require and click the Select button. You will be returned to the main form with the new brand.

8

Enter the description, variety, size and fit. Description and variety are not validated, that is you can enter whatever you want. Size is validated in the same way as brand.

9

Select a variety set to use for this family of items. The system creates items for each of the varieties in this set. If a suitable variety set does not exist, add a new variety set. See How Do I Add A New Variety Set? for further details.

10

Select a size set to use for this family of items. The system creates items for each of the sizes in this set. If a suitable size set does not exist, add a new size set. See How Do I Add A New Size Set? for further details.

11

Select a fit set to use for this family of items. The system creates items for each of the fits in this set. If a suitable fit set does not exist, add a new fit set. See How Do I Add A New Fit Set? for further details.

12

Enter a POS 20 description. This is the description that prints on the POS receipt. When the system creates the items for the family it sets the item's POS description to be the description you enter plus the variety plus the size. It is therefore recommended that you keep this description brief.

13

Select the department, category and group that the item belongs in. These values must be set.

14

Enter the EAN/UPC/PLU of the item. The system adds this number to each of the items it creates for the family group. If the item has a different number for each variety and size, leave the field empty. If the number has already been used by another item you will be given a warning.

15

Enter the supplier from which the items are purchased. If you don't know the code, press the Supplier button to search for it.

16

Enter the supplier's order code for the item. The system adds this order code to each of the items it creates for the family group. If the item has a different order code for each variety and size, leave the field empty.

17

Set the Purchase Tax and Sales fields. If there is no tax on the item then clear the codes. DO NOT SELECT A CODE WITH A ZERO TAX RATE.

18

If you are in the liquor industry, you may also want to select the WET code applicable to this item.

19

Press the OK button to complete this step.

20

The system displays a new window. This shows all the items the system intends to create for the family group.

21

Check the items that the system intends to create. If you do not want to create some of the items, check the Create option off next to those items.

22

Check the order code, POS description and departments for each of the items. This is your opportunity to fine tune the details before the items are actually created.

23

Press the Save button.

24

The system displays another window to ask how you want the family group assigned.

25

Click the first Click Here button, next to option a). The system creates a new family group code.

26

Click the Create button. The system creates all the required items and assign them to the family group. When finished the system displays a message showing the IPN of the first and last items it created. The system automatically retrieves the first item for you.

27

At this stage you have created your items. They can now be treated as any other items. Enter your costs and sells for this first item and they are automatically copied to all the other items in the family group.

28

Click the Save button.

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