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Item Codes - Item Codes Tab

Access this tab using Maintain>Purchase Orders>Item Codes.

Use this form to enter purchase order items and requisition items that are frequently ordered, sold, and entered into the system.

Use this tab to enter the Item Code, Status, Description, and Item Type.

Purchase Orders are a method by which orders for supplies, fixed assets, and so on, can be tracked, received, and reported on. No accounting entries are generated from purchase orders, but encumbrances can be created from a purchase order.

Note: An item code cannot be deleted if it was used in a purchase order.

If this module is installed, the Description box expands to allow for more data. To have the text automatically wrap when printing purchase orders, select the Autofit Row Height check box on the Reports>Forms Designer>OK button>Insert Table> Properties>Detail tab.

The Currency field is only available if this module is installed and added to the organization by the Administrator (Organization>Add a Module). If Item Type - Inventory Assembly is selected, the Currency field displays codes which share the same currency as the functional currency.

 

Item Information

  • Item Code: Enter a unique name for the item code, or select an existing one from the drop-down list. We recommend using all numeric codes. Numeric codes are generally easier and faster to enter during transaction entry. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".
  • Status: Specify the status of the Item Code. When creating a new code, accept the default status, A (Active), or select I (Inactive) or D (Discontinued) from the drop-down list. The status can be changed at any time. Below are valid status entries and their descriptions:
    • Active (A) - Set an Item Code to active when it is currently being used.
    • Inactive (I) - Set an Item Code to inactive when it is no longer used for normal entry, but it still may need to be used at some point. A warning message appears when attempting to use an inactive item code elsewhere in the system. The warning message is for notification only; the code can still be used.
    • Discontinued (D) - Designate an Item Code as discontinued when it is no longer being used. The system does not allow the use of an Item Code with a discontinued status.
  • Description: Enter a description for the item code. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".
  • Item Type: Select an item type for the Item Code. When creating a new code, accept the default item type, N (Non-Inventory) or select S (Services). Below are item type entries and their descriptions:
    • Non-Inventory (N) - Select this type if the item code is not entered into your subledger. Quantities, descriptions, and unit prices are printed on invoices, but quantities on hand are not tracked.
    • Services (S) - Select this type to identify that the item code is associated with a service. It is a further delineation for a non-inventory item code. Quantities, descriptions, and unit prices are printed on invoices, but quantities on hand are not tracked.
  • Currency: Select a currency from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. Currencies were created and activated by the Administrator using the Organization>Currency Setup form. The currency of the item code must match the currency of the vendor ID when purchase orders are created.
  • To print the data entered on this form, use Reports>Purchase Orders>Category/Item Codes List.
  • Once an item code is saved and used in a transaction, the Currency field cannot be changed.
  • To view steps for copying or renaming an item code, see How Do I Copy or Rename Item Code.