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Items - Costs/Sells

Figure: Example Items Screen

Replenishments

A replenishment record is a statement of who an item can be purchased from, the size of the carton and its cost, and the date range of when it is available. The grid shows all past, present and future costs. Historical costs and costs currently in effect cannot be changed. Future costs can be entered as soon as they are received and the system automatically uses them when required.

The replenishment details are shown in date order, oldest to newest. When an item is first retrieved, the program automatically shows the newest costs. Costs that are currently in effect have the OK box checked on and are coloured green. If there are multiple records in effect, the system automatically uses the cheapest possible cost for each location. When the overnight processing is run, the system recognises if a cost is no longer effective and recalculates the costs for the affected locations. If you decide you want to turn a cost off earlier than initially expected, you can turn it off by clicking the OK box off.

A replenishment record cannot be entered for a linked item. Instead, the cost must be entered directly against the main item. The system automatically applies this cost back to the linked item, allowing for the difference in quantity.

When a new replenishment record is entered, the supplier, location and cost type defaults to the same values as the previous record.

When the replenishment details are saved, the system checks that the costs are within the allowed range as specified in System Settings.

If you enter a replenishment record for an item that is in a family group, the program MAY take special action. When you define a family group there is an option called Expand Costs. If this is checked on, the system will try to copy the replenishment record to the other items as explained below. However, if the option is checked off, the replenishment records are not copied. The option may be checked off if some members of the family group have a different carton size which would lead to a different carton cost. If the records are to be copied, the system displays a list of the other items in the same family group. By default all of these items have a green tick next them which means that the replenishment record you have just entered, will be copied to all of these other items. If you don't want the replenishment record copied to one or more of the listed items, double-click on the item to remove the green tick. Next to each item you should also see a dollar symbol. This indicates that the item does have replenishment records for the same location as the location which you just entered on the new replenishment record. If you don't see the dollar symbol, there is no replenishment record for the same location which may indicate the replenishment record should not be copied to that item. The item should be manually checked further.

Supplier/Order Code

The specific supplier from which the item will actually be purchased. This is a combo-box which shows the suppliers/order codes visible in the supplier grid in the Basic tab.

Location

Any valid location (except competition locations). If all locations within a group can purchase the item at the same cost, then only one replenishment record needs to be created for the location group.

Effective

The date the replenishment details become effective. The default effective date is the current system date.

Cost Type

The type of cost. This can be a Normal cost, or one of many deal types. If this is a Recipe or Set Meal item, you do not need to enter a cost.

Expires

The date the replenishment record expires. After this date, the replenishment record can no longer be used and the OK flag is automatically set to false. If no date is entered, the cost remains effective indefinitely. The expiry date must be entered if this is a deal cost type.

Currency

The currency code for this replenishment cost. This will default to the supplier's currency code.

Deal Amount

The value of the deal which is given to us by the supplier. This is used in conjunction with Deal Type to calculate the actual value of the deal. This can only be entered if the Cost Type is not Normal.

Deal Type

The type of deal. This is used in conjunction with Deal Amt to calculate the actual value. A deal can be exclusive or inclusive of sales tax and it can be a dollar value or a percentage. For example, a 5% ex tax deal would be entered as Deal Amt of 5 and a Deal Type of '% Ex'.

Deal Level

Indicates the level of the deal. This is used when calculating the total the total invoice cost. The system will add all deals together of the same level and then add this to the current total cost. This new total cost will be used for the basis of the next level of deal calculations. See Deals, Rebates and Claims for more detailed information.

Ex Tax Cost

The carton cost of the item. This is the base normal cost from the supplier excluding all fees, deals, trading terms and taxes. If this is a deal replenishment then this column still shows the base normal cost. The deal is only shown in the Cost Inc Tax. Also, if this is a deal replenishment, the system calculates this value automatically and you cannot change it. This value is updated if the location is changed and before entering a new cost, a check is made to check that the supplier and location have both been entered.

Inc Tax Cost

The carton cost (inc deals, trading terms, fees and taxes) of the item. If this is a deal replenishment, the system calculates this value automatically and you cannot change it. If there is more than one applicable deal or trading term, they are added together to give a total discount. This value is updated if the location is changed and before entering a new cost, a check is made to check that the supplier and location have both been entered.

Carton Size

The number of units in a single carton.

Min Order Size

The minimum number of units which can be ordered. This is only used for items which can be supplied as a broken pack, otherwise it should be the same as the carton size.

Unit Cost

The unit cost of the product (Cost Inc Tax/Carton Size).

Active

This flag indicates that the replenishment record is currently available. When selecting a cost for a store, the system only considers records with the OK flag checked on. The flag cannot be manually turned on, but it can be turned off to indicate the cost is no longer available.

Comment

A general comment about the cost.

Retail

A retail record is a statement of what an item is sold for at a location. The grid shows all past, present and future retails. Historical retails and retails currently in effect cannot be changed. Although future retails can be entered as soon as required the user should think about why the retail is being entered. If it is being entered in response to competition then enter it. If the retail is being entered because of an associated cost change, it is advisable to not enter it. The user should let the system propose the new sells just before the new replenishments take effect. This lets the system calculate the sell based on the latest replenishment and margin details.

The retails are shown in date order, oldest to newest. When an item is first retrieved, the program automatically shows the newest retails. Retails that are currently in effect have the OK box checked on and are coloured green. If there are multiple records in effect, the system automatically determines the correct sell price to use (see Setting Replenishment and Sell Prices). A retail that is in effect can be 'turned off' by clicking the OK box off. When the overnight processing is run, the system recognises that the retail is no longer effective and recalculates the retails for the affected locations.

If you enter a retail for an item that is in a family group, the program takes special action. The reason for this is that the general retail rule is that all items in the same family group should have the same sell price. The system displays a list of the other items in the same family group. By default all of these items have a green tick next to them which means that the retail you have just entered, is copied to all of these other items.

If you don't want the retail copied to one or more of the listed items, double-click on the item to remove the green tick. Next to each item you should also see a dollar symbol. This indicates that the item does have sell records for the same location as the location which you just entered on the new sell record. If you don't see the dollar symbol, there is no sell price for the same location which may indicate the sell should not be copied to that item. The item should be manually checked further.

Location

Any valid location (except competition locations). If all locations within a group can sell the item at the same price, then only one sell record needs to be created for the location group.

Effective

The date the sell details become effective. The default effective date is the current system date.

Sell Type

The type of sell. This can be a Normal sell, or one of many promotion types. Additional types can be added by the System Administrator.

Expiry

The date the sell record expires. After this date, the sell record can no longer be used and the OK flag automatically sets to false. If no date is entered, the sell remains effective indefinitely. A date must be entered if this is a non-normal sell.

Expected Unit Cost

The expected landed unit cost for the location/effective date/sell type. This cost is used when calculating margins. The exact value of this cost can vary. The cost can be the best normal cost or the best overall cost. It can also be the landed cost or the final cost. The cost that you see is controlled by the Cost Details on the System 2 tab of System Settings. By default it shows the best normal landed cost. Note: all costs are ex-GST.

This is calculated at the time the retail record is entered. This cost is not updated if any future cost changes is received. It basically shows as a historical cost at the time the sell was entered.

Currency

The currency code of the sell price. This will default to the location's currency code. It does not have to be the same currency code as used for replenishments. The system will automatically convert the replenishment at the appropriate exchange rate so that a valid comparison can be made.

Sell/Margins 1-5

This section allows you to set the sell price for this item at the location. You can set the sell price directly or enter the required margin (value or percentage). If you enter one of these numbers, the other two will be calculated automatically. The margin will be calculated on the Expected Unit Cost.

Up to five different sells can be entered. Each sell can be used for different purposes. For example, the first sell price might be the price for the average shopper, the second price for loyalty members and the third price for extra-special members. All five sell prices DO NOT have to be entered.

Active

This flag indicates that the retail record is currently available. When selecting a retail for a store, the system only considers records with the OK flag checked on. The flag cannot be manually turned on, but it can be turned off to indicate the retail is no longer available.

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