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System Admin Codes

The system uses codes to represent basic data. For example, a tax rate of 32% might be represented by a code of 'A', while the department of 'BEVERAGES' might be represented by 'BVRG'. The following sections discuss the setting up of codes used in the system.

Category Maintenance

Items can be grouped into a four level hierarchical structure - Dept/Category/Group/SubGroup. This is used to search for items and to group them for reporting and statistical purposes. For example, you can ask the system for all items within a department. You can then be a little more specific and ask for all items within a category within the department. You can continue doing this down to a subgroup level.

The Category Maintenance form is used to maintain these department, category, group and subgroup combinations. The system requires that each unique department, category, group and subgroup be defined as a unique code. The valid combinations of departments, categories and groups are then defined using these codes.

As well as defining valid department, category, group and subgroup combinations, you can also use Category Maintenance to maintain additional information about existing combinations. For example, if you are sending information to third party venue systems, you can enter cross-reference codes to translate your department, category and group combinations to those supported by the venue system. If you are using Suggested Ordering you can enter default stock levels for calculating minimum and maximum stock quantities.

General Code Maintenance

This program is used to maintain simple codes such as family groups and sell types. Most of the form shows a list of current records. At the top is a toolbar which consist of a number of buttons. These buttons are used to insert new records and move between records.

WARNING - Be very careful when deleting codes. If these codes have been used then unpredictable results may occur if they are deleted.

Each record has a key, which uniquely identifies a record. For example, in family groups the key is the family code. When you modify an existing record, you cannot change the key fields. When you enter a new record, its key fields cannot be the same as those for another record.


Codes are used throughout the system to speed data-entry and to ensure consistency of data. However, as needs change, new codes will have to be added and old ones modified. Some codes, for example Items, have their own special programs for maintaining codes.

 Cross-Reference Codes

A lot of data can be passed in and out of the system via supplier host updates, location updates and statistics processing. In the same way that our system uses codes for things like taxes and department/category/groups, so do the external systems. However, their codes are generally not the same as our codes. The codes need to be translated using cross-references.

Statistical Period Setup

Statistical periods are used when recording statistics. You can define periods of different lengths. Standard periods are weeks and months. You can have 52 or 53 weekly periods in a given year (depending on your accounting method). These are of the form 2010.01, 2010.02...2010.52. If these had to be entered manually, it would be an extremely tedious job. The Statistical Period Setup utility can be used to ease the job.

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