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How Do I Add A New Basic Item?

This section describes how to add a new basic item to the system. A basic item is an item we buy from a supplier and sell to a customer. It is not a linked item or a recipe.

1

Select the Items task from the Main Menu.

2

Start the Items option from the Items menu.

3

Click the New button.
 The following window is displayed.

4

Click the Add button or enter the EAN/UPC, supplier and/or order code and click the Add button. The system checks if there are any matching items.

5

If there are no matching items, the system immediately adds the item. Go to 6.

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. The system immediately adds a new item. 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 you are on the main entry form for the item. The system has assigned a new number to the item automatically. You now need to fill in the item details.

7

Enter the Brand and press the tab key.

If the system doesn't recognise the brandname it asks you 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 Brand to search for the list of existing brands.

Enter the first few letters of the brand and click the Search button. The system tries to find matching brands. If the system found matching brands, click on the brand you require and click the Select button. You are returned to the main form with the new brand.

If there are none the system tells 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 are returned to 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.

8

Enter the Description, Variety and Size. The Description and Variety fields are not validated, that is you can enter whatever you want. Size is validated in the same way as brand.

9

Enter a POS 20 Description. This is the description that prints on the POS receipt.

10

Select the Department, Category and Group that the item belongs in. These values must be set.

11

Move to the Tax Details grid and find the Purchase Tax and Sales Tax columns. Ensure that the tax details are correct. If there is no tax on the item then clear the codes. DO NOT SELECT A CODE WITH A ZERO TAX RATE.

12

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

13

If you intend selling the item at a POS, you need an EAN/UPC/PLU. If the item doesn't have a number, for example a lettuce, you still need to assign it a number (this is called a PLU as in Price Look Up). In this case simply use the IPN the system has already assigned. Click the btnSmallNew.gif (1125 bytes) in the EAN/UPC/PLU section and enter the number.

14

You now need to set the cost for this item. Click the Costs/Sells tab.

15

In the Replenishment section click the New button.

16

Enter the Supplier/Order Code.

17

Enter the Location that will pay this cost. This can be a specific location or it can be a location group. Press the Tab key.

18

Enter the date this cost becomes effective. The system sets this date automatically to today but you can set it to any date in the future.

19

If you have the ex-tax cost of the item, move to the Cost Ex Tax field and enter the cost. The system automatically calculates the Cost Inc Tax. Alternatively, if you have the inc-tax cost, move to the Cost Inc Tax field and enter the cost. The system automatically calculates the Cost Ex Tax.

IMPORTANT: The Cost Ex Tax is the supplier's normal cost, excluding all trading terms, fees and taxes. The Cost Inc Tax is the supplier's cost to you, including all trading terms, fees and taxes.

20

Move to the Carton Size field and enter the number of units in one carton. If you buy the items singularly, then the carton size would be one. If you buy a carton of beer, the carton size would be 24 (twenty four stubbies in one carton).

21

In the Min Order Size field enter the minimum number of units that you can buy. This is normally the same as the carton size, meaning that you must buy a whole carton. If the supplier lets you buy one unit from a carton, then you would set this to one.

22

Click the Save button.

23

You now need to set the sell for this item. Click the New button btnSmallNew.gif (1125 bytes) in the Retail section.

24

Enter the Location that sells the item at this particular sell price. This can be a specific location or it can be a location group. Press the tab key.

25

Enter the date this sell becomes effective. The system sets this date automatically to today but you can set it to any date in the future.

26

The system automatically calculates the expected unit cost for the item. This is the landed cost (includes freight and liquor tax). If you have set up rounding rules and default margins for items the system also calculates sell prices and margins for you, based on the expected unit cost.

27

Move to Sell 1 and enter the sell price. If you want to use more than one sell price, for example for special member pricing, then repeat this for Sell 2 to Sell 5.

28

Click the Save button.

29

Click the POS button to send the item information to POS at all locations that use the item.

Note: If the Tickets Required option is checked on, the item information will not go directly to the POS. A ticket batch will be generated. Once the tickets are printed, the items can be sent to the POS.

30

Click the Save button.

31

The Copy button allows you to copy one item to create a new one.

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