Creating a New Item

1. Click Master Data, and then click Items.
2. Click New, and then enter the Item name.
3. On the Edit Item tab, enter information in the following fields:

   • Type: Select the item type as either a COS or an Expense item. The type designates the item group for which you can assign this item. Once the item is saved, you cannot change its type. However, you can delete and re-add the item as long as it has not been designated as a child record elsewhere.

   • (Optional) Item No.: Enter the internal item number. This number is not used as an external number on, for example, order forms. If you have item numbers specific to certain vendors, you can enter them in the Vendor Purchase Catalog.

   • Item Group: Select the appropriate item groups based on item type selection.

   • Base Unit: Enter the base unit for the items. Once the item is saved, you cannot change its base unit. This unit serves is the base of any unit used for this item in orders, transfers, inventory counts, and recipes. If you assign an incorrect base unit, delete and re-add the item with the correct base unit.

   • (Optional) Authorization Level: Select the authorization level (0 through 6) for this item. This level enables you to create purchase orders, requests and transfers for items of the same or lesser authorization levels, as well as to approve receipts at an authorization level equal to or less than your level.

   • (Optional) Purchase Tax: Select the tax for the item when purchased.

   • (Optional) Use only on stock: Select this option to prevent a vendor purchase item from being created with the same item name.

   • Store Unit: Enter the main unit used by the store for inventory counts and reporting.

   • (Optional) Ignore Item in Inventory: Select this option to prevent the item from appearing in any inventory count (for example, Period Close Count: the item is not shown, but it is booked with the closing method), even if the item is assigned.

   • (Optional) Exclude from Critical Counts: Select this option to prevent the item from being included in critical counts.

   • (Optional) Count as Recipe: If this option is enabled, the item is also a recipe that is being counted as an item.

   • (Optional) Shipment Item: Select this option to account for the item in shipment adjustments.

   • (Optional) Cost Item: Select this option if the item incurs a split of the costs when an adjustment, such as shipping costs, is included in an invoice.

   • (Optional) Use as Base Item in Automatic Yield: Select this option s to use the item as a base item for automatic yield containers.

   • (Optional) Deposit Item: Select this option if the item is a deposit item.

   • Price Behavior: Select the price behavior:

     • Dynamic: Select this option if users can change the item price at anytime based on the user rights.

     • Fixed Proposal: Select this option if users can only change the price in Receiving, not in Ordering based on the user rights.

     • Fixed Period: Select this option if the price cannot be changed anywhere.

   • (Optional) Sales Price: Enter the price the cost center uses for transfers.

   • (Optional) Weight Factor: Based on the base unit, enter how much the product weighs.

   • (Optional) Item Code: Enter the item code. This is similar to an item number. It is used to link the item to bar codes.

   • (Optional) Gain/Loss: If the item has a gain or loss percentage associated with it, select the appropriate option and enter the percentage.

   • No Inventory Variances (Theo is ACT): Select this option if you do not want any variances to register for this item. This option actualizes theoreticals in inventory counts. This feature is for items that have variances and never produce depletions (for example, Ketchup packets, since there is no control over how many ketchup packets one customer takes).

4. (Optional) Click the Item Description tab, and then enter item information.
5. (Optional) To add a picture of the item, on the Item Description tab, click Set, select the appropriate image from the list, and then click OK.

   Uploading Recipe Images provides more information on uploading images to the system.

6. (Optional) Click the Production tab, select the Production Type, and then enter the Thaw Time, Lead Days, and Short Name for the item.
7. If the item is subject to Hazardous Analysis and Critical Control Point (HACCP) standards, click the HACCP tab, and then select HACCP Required.

   Note that this option works in conjunction with the HACCP settings configured in the Cost Centers module. Take heed in enabling options only as necessary.

8. (Optional) To override the Order Qty Calculation settings configured for the item group, click the Order Qty Calculation tab, and then select the appropriate options.
9. (Optional) To assign categories to the item, click the Categories tab, and then select the appropriate categories.
10. (Optional) To define nutrients for the item:
    1. Click the Nutrients tab, and then select the appropriate Nutrient Calculation Method:

       • None: When an item is created, this is the default method assigned.

       • Nutrient Catalog: Select this option to link the item to an item from an imported nutrient catalog.

       • Manual: Select this option to enter nutrition information.

       • Nonconsumable: Select this option for non-food and non-drink items, that is, cleaning supplies, paper goods, and so on.

    2. If you selected Manual for the Nutrient Calculation Method, enter the nutrient amount in the item for each nutrient group.
11. (Optional) To receive a warning then there is a large deviation between what was ordered and what was delivered, click the Other Settings tab, and then enter information in the fields.
12. Click Save.