Working with Items

This chapter discusses how to:

• Access item ID navigational features.

• Manage inventory by item status.

• Use item prompting.

• Fulfill orders with substitute items.

• Use universal item identifiers.

• Use alternative item groups.

• Use device tracking.

• Define custom item attributes.

• Use unit of measure (UOM) for item quantity.

• Establish quantity precision and rounding rules for items.

• View item information.

• Use enterprise integration points for items.

• Change the item type.

Accessing Item ID Navigational Features

This section discusses how to:

• Use zero fill functionality.

• Enter new item IDs quickly.

• Increase search speed for item and product IDs.

Pages Used to Access Item ID Navigational Features

Using Zero Fill Functionality

A zero fill feature is available for the item ID fields that appear in Update, Update/Display, and Correction item ID search boxes. When you enter item IDs in these search boxes, you can omit the leading zeros, and the system will add leading zeros before activating the page.

Entering New Item IDs Quickly

To enter new items, use the page transfer options that are available from:

• Create/Update Stock Request (EZ_ISSUE_INV) component.

• Define Par Location (CART_REPLEN_OPT) component.

• Express Putaway (PUTAWAY_ENTRY1_INV) component.

When you select an option from the transfer page, a new session is established in a second browser window. When you complete the selected task, save the session, close the second browser session, and return to the task in the first browser window.

For example, suppose that you're in the process of adding a new order by using the Create/Update Stock Request component and you come across an item ID that is not yet defined. Instead of canceling out of the order, click the Transfer button that is next to the Item ID field, and then click the Define Item link on the transfer page to define the item at the setID level. When you finish defining the item, save the component, close the browser window, and click the Define Business Unit Item link on the transfer page to define the item at the business unit level. Save the component, close the browser window, and resume the order entry task in the first browser window, which displays the Material Stock Request component.

Increasing Search Speed for Item and Product IDs

Access the Item Search Criteria page (Click the Item Search/Item Links button next to any editable Item ID or Product ID field).

Note. If you access the page from the Item Search link, the page name is Item Search Criteria: Item Information. If you access the page from the Product Search link, the page name is Product Search Criteria: Item Information.

The Item Search Criteria component enables you to display a subset of items or products that meet specific search parameters. You must enter at least one search criterion. Wild cards are supported for all of the search parameters.

When you select the check box that is next to an item or product that is listed on the tabs, the Item ID or the Product ID field on the original page is automatically populated.

Click the Return button to return to the previous page without making a selection.

See Also

PeopleTools PeopleBook: Using PeopleSoft Applications

Managing Inventory by Item Status

This section discusses how to:

• Define item status.

• Update item status.

• Define request parameters for the Change Item Status process.

• Inactivate items.

The item status determines which item transactions are performed in PeopleSoft Supply Chain Management applications. By changing an item's status, you control, for example, whether items are included on sales orders, material stock requests, requisitions, and purchase orders. You also control whether an item is picked and shipped, used in production, or replenished. The item status that is defined at the business unit level determines which item transactions are permitted in PeopleSoft Inventory, PeopleSoft Manufacturing, and PeopleSoft Supply Planning. Valid item transactions in PeopleSoft Purchasing are determined by the item status at the setID level, except when the inventory business unit is referenced on requisitions or purchase orders.

Page Used to Manage Inventory by Item Status

Defining Item Status

In PeopleSoft Inventory, an item definition at either the setID or the business unit level may have any of these statuses:

See Approving Item Definitions.

See Inactivating Items.

See Updating Item Status.

Understanding Item Status Requirements by Transaction Type

Item definitions with a status of Under Initialization, Pending Approval, or Denied Approval cannot be used in a transaction within the PeopleSoft system. Only items with a status of Active, Hold, Discontinue, or Inactive are eligible for transactions and only Active items are eligible for all transactions. This list details item status requirements by type of transaction.

This table summarizes the item status requirements for PeopleSoft Supply Chain Management transactions. The status can be Active, Hold, Discontinue, or Inactive.An X indicates that the item status is eligible for the transaction in the first column.

Updating Item Status

You can update an item's current status manually, or you can update it by scheduling a status change on a future date and running the Item Change Update process to apply the change on the appropriate date. The technique that you choose depends on the status change that you want to make and when you want to make it.

New Items

New item definitions are added to the system tables in Under Initialization status. When you complete the item definition at the setID level, you must manually change the current status from Under Initialization to Pending Approval on the Define Item - General: Common page. In environments that do not require item approval processing, the item status automatically changes from Pending Approval to Active when you save the Define Item - General: Common page. In environments that use item approval processing, setting the item status to Pending Approval triggers item approval workflow, if it is set up, and makes the item available on the Item Approval page. If the item definition is approved, the item status is updated automatically from Pending Approval to Active when the Item Approval page is saved.

No transactions are permitted while the item definition has Under Initialization or Pending Approval status; however, you can add the item definition to the business unit level and modify the item attributes. After they are approved at the setID level, either automatically or manually on the Item Approval page, any valid business unit level definitions that are created while the item status is Under Initialization or Pending Approval are updated automatically to Active status.

Approved Items

When an item definition is approved, either automatically or manually through the Item Approval page, you can manually change the item's current status to Hold or Discontinue or back to Active at the setID level on the Define Item - General: Common page or at the business unit level on the Define Business Unit Item - General: Common page. Manual changes to an item's current status that are made at the setID level do not affect the current status of item definitions at the business unit level. However, you can quickly copy the current status of the item at the setID level on the Define Item - General: Common page to any business units for which the item is defined; you do this by clicking the Copy button to access the Copy SetID to BU Item Status page.

Items with Future Status Changes

You can enter a future status and date for an item at the setID or business unit level and run the Change Item Status process (INS4000) on or after the scheduled date to execute the status change. In addition to Hold, Discontinue, and Active, you can change an item's status to Inactive with this method.

You can change the future status of an item at the business unit level on the Define Business Unit Item - General: Common page or at the setID level on the Define Item - General: Common page. Future status changes to Discontinue, Hold, or Active items that are scheduled for the setID apply only to the item definition at the setID level unless you copy the status modifications to the business unit level.

See Also

Inactivating Items

Defining Request Parameters for the Change Item Status Process

Access the Change Item Status page (Items, Define Items and Attributes, Change Item Status).

The Change Item Status process updates the current status and current status date for each item that is processed.

A status change for an item at the setID level does not affect the status of an item that is defined in business units unless you explicitly update the future status of the item at the business unit level.

A status change for an item at the business unit level does not affect the status of the item that is defined at the setID level unless you explicitly update the future status of the item at the setID level.

Note. If all items that are scheduled for inactivation are successfully updated to Inactive status, the Change Item Status process generates a no exception report.

Inactivating Items

You cannot directly update an item's current status to Inactive. Instead, enter a future status of Inactive with a corresponding effective date of the status change and run the Change Item Status process. The Change Item Status process ensures that items that are scheduled for inactivation meet system requirements for inactivation across PeopleSoft Supply Chain Management products.

If the item meets all requirements for inactivation, the Change Item Status process changes the current status to Inactive. Any items that are scheduled for inactivation that do not meet system requirements for inactivation are included on the Change Item Status Exception report.

You can change the future status of an item to Inactive at the business unit level on the Define Business Unit Item - General: Common page or at the setID level on the Define Item - General: Common page. To inactivate an item at the setID level, the Change Item Status process verifies that the item is defined as Inactive in all business units for which the item exists. If one business unit has the item with a status that is other than Inactive, the setID status change to Inactive does not take place. The Change Item Status exception report lists all the business units for which the status is not Inactive. You must explicitly change the business unit status to Inactive for these business units for the setID item status to be changed to Inactive. To inactivate the item only for a specific business unit, enter a future status of Inactive and a future status date on the Define Business Unit Item - General: Common page.

Important! Some items cannot be inactivated. If an item that is defined for a business unit is used in PeopleSoft Manufacturing on the Define Business Unit Item - General: Costing Page (Used for MFG option), it cannot be inactivated at the business unit or the setID level. If you set the future status of a used-for-manufacturing item to Inactive, an error message appears.

Requirements for SetID Item Inactivation

The Change Item Status process validates that the setID item is eligible for Inactive status. To be eligible for Inactive status, the status for the item in each referenced business unit must be Inactive.

Requirements for Business Unit Item Inactivation

The Change Item Status process validates that the business unit item is eligible for Inactive status. For the business unit item to be eligible for Inactive status, these conditions must be met in each of the PeopleSoft Supply Chain Management applications that the system includes:

• PeopleSoft Inventory.

  • No non-shipped demand for the item exists in the inventory business unit.

  • No un-interfaced replenishment requests for the item exist in the inventory business unit.

  • No staged receipts or in-transit transactions exist for the item.

  • No par locations in the inventory business unit define the item as a stock item.

• PeopleSoft Purchasing (for purchased transactions that reference the inventory business unit of the item that is scheduled for inactivation).

  • No open requisitions exist for the item.

  • No open purchase orders exist for the item.

  • No contract lines reference the item.

  • No open RFQs (requests for quotes) exist for the item.

  • No incomplete PO Build (purchase order) records exist for the item.

  • No un-interfaced receipts exist for the item.

  • No planned orders that are not sourced exist for the item.

• PeopleSoft Order Management.

  No open sales orders that are to be sourced from the inventory business unit include the item.

• PeopleSoft Manufacturing (for manufacturing transactions that reference the manufacturing business unit and the inventory business unit of the item that is scheduled for inactivation).

  • No BOMs exist for which the item is an assembly or a component of the assembly.

  • No routing definitions exist for the item.

  • No production areas have the item that you want to inactivate assigned to them.

  • No production IDs or production schedules exist for the item.

See Also

Defining Item Status

Using Item Prompting

To help keep large item masters manageable at the transaction level, PeopleSoft item prompts are designed to display only items that are valid for the transaction that you are performing. Items are filtered by status of the item at the business unit level. If the status of an item does not meet the status requirement of the transaction, the item is not included in the values that are accessed from the Item ID field on the transaction page.

See Also

Defining Item Status

Fulfilling Orders with Substitute Items

This section lists common elements and discusses how to:

• Create item substitution definitions.

• View substitution options from item available inquiries.

• View an item's substitution definition at the setID level.

• View an item's substitution definition at the business unit level.

• Enable item substitutions for an order line.

• Use item substitutions during picking.

When sufficient quantity of a requested item is unavailable, companies often fill the order by using an appropriate substitute item. PeopleSoft applications support this business practice when the order is entered and when the order is picked. If an item is unavailable, you can quickly access a list of appropriate substitutes at the time of order entry and suggest an alternative to the customer. Additionally, you can print a list of substitute items on the picking plan for orders that permit substitutions, enabling the picking staff to make substitutions as required.

See Also

Item Substitution

Manually Selecting Requisitions for Sourcing

Establishing Product Alternates

Common Elements Used in This Section

Pages Used to Fulfill Orders with Substitute Items

Creating Item Substitution Definitions

If you want to make item substitutions either at the time of order entry or as the order is physically picked, you must first create item substitution definitions. An item substitution definition specifies what items can replace the originally requested item.

To create an item substitution definition:

1. Define substitute items at the setID level.

   When you define an item at the setID level, you can also define appropriate substitutions for the item on the Define Item - Substitutes page. For each substitute item, define:

   • The substitute item's priority relative to other substitute options.

   • A start and end date specifying when the substitution is valid.

   • A conversion rate in the standard UOM specifying how many substitute items are required to replace the originally requested item.

   • The transaction areas for which the substitute item is valid: shipments, manufacturing, or procurement.

     Implementation tip: Use the Substitute Item page to create the broadest substitution definition that is possible, and then restrict the definition at the business unit. The substitution definition that is established for the setID can be modified to meet the requirements of the business unit on the Define Business Unit Item - Substitutes page. However, you cannot add substitute items to the substitution definition at the business unit level unless they were previously defined for the setID. At the business unit level, you can only remove substitute items from the substitution definition or modify their attributes. Any items that are included in the substitution definition at the setID level that are not defined for the business unit are automatically excluded from the substitution definition at the business unit level.

     You can copy the item substitution definition at the setID level to the business unit level. For established business units, you can copy the item substitution definition from the setID to existing business units by using the Copy to Business Unit link on the Substitute Item page. Only substitution definitions for items that are defined in the business unit are copied. You can use the Copy Substitutes option on the Item Copy page to copy items within a setID.

2. (Optional) Modify the item substitution definition for the business unit.

   Use the Define Business Unit Item - Substitutes page to modify the substitution definition that is created for the setID to meet the needs of a given business unit. For example, if a business units no longer stocks an item that is defined as a valid substitute, then you can delete the item from the substitution definition at the business unit level. If an item can be used as a substitute for shipments in one business unit but not in another, the Use for Shipments option can be changed accordingly. You can copy the substitution definition for an item at the set ID level to the business unit by using the Copy to Business Unit link on the Define Item - Substitutes page or the Copy SetID Substitutes link on the Define Business Unit Item - Substitutes page.

Viewing Substitution Options from Item Availability Inquiries

When viewing item availability, you can quickly check availability for any substitutes that are defined for an item. In PeopleSoft Order Management, you can view possible item substitutions for an order line to help you decide whether to permit item substitutions during fulfillment processing. In PeopleSoft Inventory, you can view and select valid item substitutions when creating material stock requests and express issues.

The ability to view substitution options is provided on the Availability Inquiry Selection page, the Express Issue page, and all pages that are in the Material Stock Request component. To view an item's substitution definition from these pages, enter an item ID and click the Transfer button that is next to the Item ID field. On the Transfer page, click the Substitute Items link to access the Substitute Items page. Depending on the point of access, you view the item's substitution definition at either the setID or business unit level.

Viewing an Item's Substitution Definition at the SetID Level

Access the Substitute Items page ( Enter an item ID on the Availability Inquiry Selection page (Inventory, Manage Inventory, Review Inventory Balance Info, Item/Product Availability) and click the Item Search/Item Links button next to the Item ID field. Then click the Substitute Items link).

The Substitute Items page shares the same object name as the Copy Set ID Substitute Items page.

Click the Return button to close the page without selecting a substitution.

Select the check box on the row of a substitute item if you want to populate the Item ID field on the previous page with the substitute item's item ID.

Note. The conversion rate can be different at the setID, business unit, and BOM levels.

See Also

Substituting Items

Item Substitution

Pages Used to Manually Select Requisitions for Sourcing

Viewing an Item's Substitution Definition at the Business Unit Level

Access the Substitute Items page (Enter an item ID on the pages in the Material Stock Request component or the Express Issue page, and click the Transfer button next to the Item ID field. On the Transfer page, click the Substitute Items link).

Click the Return button to close the page without selecting a substitution.

Select the check box on the row of a substitute item if you want to populate the Item ID field on the previous page with the substitute item's item ID.

Note. The Substitute Items link is not available for a vendor return-request type on the Express Issue page. Substitutions are not permitted for vendor returns.

For each substitution option, the system displays this information:

Note. The conversion rate can be different at the setID, business unit, and BOM levels.

Enabling Item Substitutions for an Order Line

For eligible order lines, item substitutions can be made during order fulfillment and recorded on the Picking Feedback page. An order line is eligible for item substitution only if these conditions are met:

• The Allow Item Substitutes option for the order line is selected.

  You can make substitutions only at the time of picking for order lines that permit substitution. To enable substitutions on a sales order, select the Allow Item Substitutes option on the Sold-To Data page, which is used as a default in sales orders in PeopleSoft Order Management. You can change this setting until a substitution is recorded for the order line on the Picking Feedback page or until the order line is shipped. After the order line is added to a pick batch ID and before the order line is shipped, you must duplicate any changes that you made to the Allow Item Substitutes setting on the sales order pages on the Maintain Stock Request page in PeopleSoft Inventory. Changes that are made to order line attributes in PeopleSoft Order Management after the order line appears on a pick plan are not replicated automatically.

  For stock requests that are created by using the Material Stock Request component, the Express Issue pages, or the PO Sourcing process, the Allow Item Substitutes setting appears by default from the Fulfillment Item Setup page, if defined, or the Fulfillment Setup page. The Allow Item Substitutes setting on stock requests that is created by the Par Location Replenishment process (INPGCDMD) and through planning messages has a default of disabled—substitutions are not allowed. You can override the Allow Item Substitutes setting for all non-sales order stock requests on the Create/Update Stock Request page until the order line is shipped.

• The order line does not represent a return-to-vendor transaction, a backorder, a configured item, or a component of a kit.

  Even for order lines that allow substitutions, substitutions are not permitted during picking for order lines representing configured items, items that are components of kits, and return-to-vendor transactions. In addition, you cannot make substitutions for any order lines for which backorders have been created by the Reserve Materials process (IPLDMND) or as a result of short shipments.

• A valid substitution definition is in effect at the business unit for the requested item on the order line.

  An item substitution must be defined at the business unit level for the item on the order line. The picking plan that includes the order line must be generated between the start and end date that is defined for the substitute item that you select to fulfill the order line. Additionally, the substitute item must be valid for shipments; the Use for Shipments option must be selected on the item substitution definition.

• The full quantity on the order line is substituted.

  On the Picking Feedback page, you must report picking enough quantity of the substitute item to completely fulfill the order line. You cannot partially fulfill an order line by using the requested item and complete the order by using a substitute item. The picked quantity must equal the requested quantity.

• The order line that is lot allocated is de-allocated prior to substitution.

  Before you can record a substitution on the Picking Feedback page for an order line that is lot-allocated, you must first deallocate the lot. You can deallocate the lot from the sales order pages in PeopleSoft Order Management or from the Lot Allocation page in PeopleSoft Inventory.

• The order line that is associated with a shipping container or shipping serial ID is dissociated prior to substitution.

  Before you can record a substitution on the Picking Feedback page for an order line that is assigned to a shipping container or shipping serial ID, you must dissociate the order line from the shipping container or shipping serial ID. In bar code environments, you can do this on the Ship Containers/Serials page using transaction 0624 or 0625 for shipping containers and transaction 0632 or 0633 for shipping serial IDs. You can also dissociate an order line from a shipping container by using the Packing Session component. Likewise, you can dissociate an order line from a shipping serial ID by deleting all shipping serial IDs for the order line on the Shipping/Issues - Ship Serial page.

See Also

Changing Information on an Order

Using Item Substitutions During Picking

For order lines that allow substitutions, you can enable the picking staff to make substitution decisions when an order is physically picked from inventory storage locations. You can generate pick plans that include substitution options for each order line that permits substitutions whenever the original item is in short supply. Even if the original item is available at the time of picking, the person who is picking the order can choose to pick any of the item's predefined substitute items and record the substitution on the Picking Feedback page. With this method of substitution, you can complete fulfillment of orders that would otherwise be delayed or backordered.

If you choose to print substitutes, the Picking Plan process (INS6000) validates that each order line allows substitutions. If the Allow Item Substitute option is selected for the order line and not enough of the originally requested item is available to fulfill the order, the picking plan lists, in priority order, all of the valid substitute items that can be used to fulfill the order line. For each order line, substitute items are printed on the pick plan only if these conditions are met:

• The order line permits substitutions—that is, the Allow Item Substitutes option is selected.

• A substitution definition for the requested item is in effect for the item at the business unit level—that is, the date that the Picking Plan process is run is between the start and end dates that are specified on the item substitution definition.

• The order line does not represent a return-to-vendor transaction or a backorder.

• The item that is on the order line is not a configured item or a component of a kit.

• The item substitution definition specifies that the substitution is valid for shipments—that is, the Use for Shipments option is selected for the item substitution definition.

• Insufficient quantity of the originally requested item is available to fulfill the order line.

• Sufficient quantity of the substitute item is available to completely fulfill the order line.

• The order line is not lot allocated.

• The order line is not associated with a shipping container or shipping serial ID.

Printing substitutions on the picking plan are not required for making substitutions during order fulfillment. The Picking Plan process does not actually make any substitutions; it lists valid substitution options for each order line. Even if the original item is unavailable, the Picking Plan process assigns the order line to the pick batch ID without allocating the stock in the storage location—a method that is functionally similar to creating a pull picking plan. This design enables you to select a substitute item on the Picking Feedback page without having to add an order line manually to the pick batch ID. Substitutions are made on the Picking Feedback page when you record the substitute item that you chose to replace the originally requested item.

See Issuing Material to Production.

To use an item substitution during picking:

1. Select the Allow Item Substitutes option for the order line.

   For sales orders, select the Allow Item Substitutes option on the Sales Order pages in PeopleSoft Order Management. For stock requests that are created by using the Create/Update Stock Request pages, the Express Issue page, or the PO Sourcing process, the Allow Item Substitutes setting will be supplied by default from the Fulfillment Item Setup Page, if defined, or the Setup Fulfillment - Fulfillment Setup page. The Allow Item Substitutes setting on stock requests that is created by the Par Location Replenishment process (INPGCDMD) and through planning messages has a default setting of disabled—substitutions are not allowed. You can override the Allow Item Substitutes setting for all stock requests that are not sales orders on the Create/Update Stock Request page until the order line is shipped.

2. (Optional) Print substitution options on the picking plan.

   To list item substitutes for order lines on the picking plan, select the Print Substitutes option on the Additional Options page, accessed from the Picking Plan report page. When you select this option, the picking plan lists the valid substitute items for each order line, plus the available quantity and storage location information (including lot and serial ID).

   Printing substitute items on the pick plan is not a requirement for making an item substitution during fulfillment. For order lines that allow substitutions, you can record picking a valid substitute item for the order line on the Picking Feedback page without printing substitutes on the picking plan.

3. Pick a valid substitute item, if needed.

   If a substitution is required for an item on the pick plan, you can physically pick one of the valid substitutes that are defined for the item. You must pick enough quantity of the substitute item to completely fulfill the requested quantity on the order line.

4. Record the substitution on the Picking Feedback page.

   If you make an item substitution during picking, you must record the substitution on the Picking Feedback page. From the Picking Feedback page, you can access the Select Substitute Item page, where you can select the substitute item that you picked in place of the originally requested item. The quantity picked that you record must equal the quantity that is requested on the order line.

See Also

Enabling Item Substitutions for an Order Line

Using Universal Item Identifiers

To define universal item identifiers, universal item ID types, and manufacturers, use the Universal Item Identifier (ITM_MFG_UPN), Universal Item ID Type Code (UPN_TYPE_CD), and Manufacturer (MANUFACTURER) components. Use the ITM_MFG_UPN_CI and the IN_EIP_ITEM_MFG_CI component interfaces to load data into the tables for this component.

This section lists common elements and discusses how to:

• Define universal item ID types.

• Designate manufacturer default type codes.

• Designate preferred manufacturers.

• Define universal item identifiers.

The universal item ID feature enables you to maintain and store Universal Product Numbers (UPN), Global Trade Item Numbers (GTIN), Global Location Numbers (GLN), and other industry item identifiers on the PeopleSoft system.

For example, GTIN and GLN data can be registered with the Uniform Council Code (UCC). GTIN and GLN data is maintained in a global registry that is supported by the UCCNet. The UCCNet support feature enables you to publish data to the global registry by going through a non-PeopleSoft partner, which makes the data available to the customer.

To use universal item identifiers, complete these steps:

• Define universal item ID types on the Universal Item ID Type Code page, and indicate whether it represents a GTIN.

• Assign a default universal item ID on the Manufacturers page, and indicate whether the manufacturer is locally owned.

• Designate a preferred manufacturer for each item that needs a universal item identifier on the Manufacturers Item page.

• Define universal item identifiers for the setID-item ID-manufacturer-UOM combination on the Universal Item Identifiers page.

• Alternatively, you may enter a locally owned GTIN for the item-UOM combination on the Assigning a UOM to an Item page.

• Associate a GLN with a customer on the Additional General Information page.

• Designate vendors that are ready to use UPNs on the Vendor Information - Additional Procurement Options page.

See Also

Using Universal Item Identifiers

Entering Optional Customer Data

Maintaining Vendor Information

Common Elements Used in This Section

Pages Used to Set Up Universal Item Identifiers

Defining Universal Item ID Types

Access the Universal Item ID Types page (Items, Define Controls, Universal Item ID Types).

You must define an identifier type for each setID for which you are using item identifiers. The codes should correspond to the standards of universal item numbers that are used by the customer, or the manufacturers of items that you want to procure.

To define universal item ID types for setIDs:

1. Select a setID for which you want to assign a universal item ID type.

2. Enter a code of four characters or fewer for the identifier type.

3. Click Add.

4. Enter a long description (required) and a short description.

5. Select the Global Trade Item Number check box if the ID type is to be used for GTINs.

   If this check box is selected, the ID type will appear as the UPN type code on the Item Default Values page, and will be available on the Universal Item Identifiers page. Only one Universal Item ID Type can have this box selected for each setID.

6. Save the changes.

Designating Manufacturer Default Type Codes

Access the Manufacturer page (Items, Define Controls, Manufacturers).

Use the Manufacturers (IN_EIP_ITEM_MFG_GBL) component to define manufacturers, designate a universal item identifier-type code as the default for a manufacturer, and indicate whether the manufacturer is locally owned. Use the Manufacturers (IN_EIP_ITEM_MFG_CI) component interface to load data into the tables for this component.

To designate a universal item identifier type code as the default for a manufacturer and indicate whether the manufacturer is locally owned:

1. Select the universal item ID type for the manufacturer in the Default Universal Item ID field.

   The selection appears on the Universal Item Identifiers page.

2. Select the Locally Owned check box to indicate that the manufacturer is locally owned.

   This selection appears on the Universal Item Identifiers page. More than one manufacturer ID can be locally owned.

3. Save the changes.

Designating Preferred Manufacturers

Access the Manufacturer's Item page (Items, Define Items and Attributes, Define Item, General: Common. Select the Manufacturer link).

You must designate a preferred manufacturer before assigning a universal item identifier to an item ID-manufacturer ID-UOM combination, even if only one manufacturer exists on the Manufacturer's Item page. Each manufacturers' item ID appear by default.

To designate a preferred manufacturer:

1. Select the check box in the appropriate row designating the preferred manufacturer.

   Only one manufacturer can be selected as the preferred manufacturer for the item.

2. Click OK.

   The PeopleSoft system displays the Define Item - General: Common page.

3. Save the changes.

   Note. You should assign only one manufacturer to an item ID if you want to track manufacturers in PeopleSoft Inventory. That is, items that are similar but made by different manufacturers should have separate item IDs.

Defining Universal Item Identifiers

Access the Universal Item Identifiers page (Items, Define Items and Attributes, Universal Item Identifiers).

To define universal item identifiers for an item, use the Universal Item Identifier (IN_MFG_UPN_GBL) component. Use the Universal Item Identifier (IN_MFG_UPN_CI) component interface to load data into the tables for this component.

To define universal item identifiers:

1. Select the Sel (select) check box in the row that is next to the manufacturer for which you want to assign a universal item identifier.

2. Click the Universal Item Identifiers link.

   The PeopleSoft system displays the Universal Item Identifiers page.

3. Select a universal item ID type and a UOM, and enter an identifier.

   The default universal item ID-type code comes from the Manufacturer page.

4. Save the changes.

Using Alternative Item Groups

This section discusses how to define alternate item groups.

Page Used to Define Alternate Item Groups

Defining Alternate Item Groups

Access the Alternate Item Groups page (Set Up Financials/Supply Chain, Product Related, Inventory Mobile, Alternate Item Groups).

Alternate Type	Select the type of alternate item such as Universal Item ID Type or Manufacturer item ID. If you select UPN in this field, then you must select an option in the UPN Type Code field.
UPN Type Code (universal product number type code)	Select the UPN type code.
Default UOM (default unit of measure)	Select to indicate that the associated UOM should be used by the system as a default for the transaction. This option is only available when Universal Item Type is selected in the Alternate Type field.

Using Device Tracking

This section discusses how to:

• Select items for device tracking.

• Receive tracked devices.

• Access tracked device distribution information.

You can use device tracking with PeopleSoft Purchasing to view device tracked items throughout the procurement cycle. You can track both inventory and non-inventory items by selecting them in the item master. At the time of receipt, you can also track items that are ordered by description only.

An item that is designated for device tracking must be lot controlled, serialized, or both. If you select an item for tracking that is neither serialized nor lot controlled, you receive an error message. You can disable device tracking for an item in the item master at any time. The device tracking option appears for users during the procurement process.

You can use device tracking to:

• View and override information that is used to put items into PeopleSoft Inventory storage locations.

• Review tracking information during the procurement process.

Two reports are provided specifically for tracked devices. One displays tracked devices from the item master; the other displays tracked items that are received.

Reviewing Tracked Item Information

If an item is selected for device tracking, the Device Tracking check box is selected; otherwise, the check box is deselected. The Device Tracking check box appears on these pages:

• Line Details (REQ_LINE_DETAILS).

• Line Details (PO_LINE_DTLS).

• Item Details (CNTRCT_ITM_DTL_SEC, CNTRCT_RLS_ITM_SEC).

• Receiving (RECV_WPO).

• Request for Quotes (RFQ_HDR).

• Line Details (REQ_INQ_LINE).

• Receipts (RECV_INQ).

• Request for Quotes (RFQ_HDR).

• Device Tracking Inquiry (RECV_INQ_DEVICE).

Note. You can select or deselect the tracking option only on the Define Item - Inventory: Tracking/Description page.

Displaying Device Tracking Information on Reports

You can produce these reports with device tracking information displayed:

Pages Used for Device Tracking

Selecting Items for Device Tracking

Access the Define Item - Inventory: Tracking/Description page (Items, Define Items and Attributes, Define Item, Inventory) for the item that you want to track.

1. Select the Device Tracking check box.

2. Save the changes.

   Note. You can only select items for tracking that are lot-controlled, serial-controlled, or both.

Receiving Tracked Devices

Access the Receiving page (Purchasing, Receipts, Add/Update Receipts).

Note. Do not select the Serial check box for items that are only lot-controlled.

Accessing Tracked Device Distribution Information

Access the Device Tracking page (On the Receiving page, click the DT Details button in an item row).

Distribution Information

Note. Do not generate lot IDs for device-tracked items. Instead, enter the vendor-assigned lot ID in the Lot/Batch field or the Vendor Lot field.

Defining Custom Item Attributes

To capture item attributes that are specific to the business, the PeopleSoft system provides generic numeric and alphanumeric item attribute fields at both the setID and business unit level. By using PeopleSoft Application Designer, you can modify the field labels to represent their functions in the system.

As with other item attributes, custom attributes that you enter at the setID level automatically change to the business unit, where they can be modified. Custom attributes are updated by the Item Loader processes and you can copy them by using the Item Copy page. Custom item attributes are included on the Basic Item Listing Report and in the Item Master outbound EIPs (enterprise integration point). You can add these fields to existing reports or to custom reports.

For the set ID, define custom item attributes on the Define Item - Custom: Character page and the Define Item - Custom: Numeric page. The values that you define automatically change to the business unit level. You can modify these attributes on the Define Business Unit Item - Custom: Character page and Define Business Unit Item - Custom: Numeric page.

See Also

PeopleTools PeopleBook: PeopleSoft Application Designer

Using Item Quantity UOM

All PeopleSoft applications use UOM to quantify resources. In PeopleSoft Inventory, UOMs enable you to quantify and track inventory items. Suppose that you stock items in boxes of 12 and in cases of 60, the boxes and the cases are prepackaged, and you do not enable the warehouse personnel to break the packaging. You can stock item quantities in both these units of measure and track them as they move through the warehouse.

You can use different UOMs to conduct different types of transactions. For example, you might order an item by the case but store it in the warehouse and ship it to customers either by the box or as individual entities. You can track all of these transactions in the system by setting up quantity units of measure for ordering, stocking, and shipping, in addition to the required standard UOM. To facilitate processing, the PeopleSoft system maintains conversion rates between the standard UOM and the various other UOMs.

Standard UOM

The standard UOM represents the most common UOM for an item and should be the item's smallest valid unit of measure. The standard UOM must be valid for ordering, stocking, and shipping. Because PeopleSoft Inventory maintains item quantity on hand and costs in the standard UOM and uses this unit in quantity-on-hand and costing calculations, you cannot change the standard UOM after you perform transactions involving the item.

When you define an item's standard UOM on the Define Item - General: Common page, PeopleSoft Inventory automatically assigns a conversion rate of 1.000 for stocking, shipping, and ordering transactions. While you can modify conversion rates for the other UOMs that are defined for the item, you cannot override this base conversion rate.

Standard Pack Unit of Measure

Define a standard pack UOM if you consistently stock or ship items in packages of a specific size and type. For example, if you always ship pens in boxes of 12, you can define a box as having 12 each (the standard UOM), and then define the standard pack UOM as a box. You define the standard pack UOM on the Define Business Unit Item - Inventory: Shipping/Handling page.

PeopleSoft Inventory uses the standard pack UOM to determine how many labels to generate when printing shipping-carton and production-completion labels. Suppose that you are shipping 10 boxes of the pens and you want to print one label per box. If you use the standard UOM (eaches), the label process prints 120 labels (one per pen); if you use the standard pack UOM (boxes), the process prints 10 labels (one per box).

Stocking UOM

The stocking UOM describes how you store quantities of an item in the warehouse. You can use the stocking UOM for a variety of transactions, including putaway, transfers, container management, adjustments, picking, and ordering.

When you assign UOMs to an item on the Units of Measure page, indicate whether each UOM is valid for ordering, shipping, or stocking transactions. If more than one UOM is valid for stocking, specify which of these should be the default stocking UOM. The PeopleSoft system automatically selects the standard UOM as the default stocking UOM, but you can change this value to any valid stocking UOM. The one exception is serial-controlled items, for which the only valid stocking UOM is the standard UOM. Each item can have only one default stocking UOM.

The Purchasing Receiving pages, the InterUnit and RMA Receiving pages, the Manual Staging page, and the Express Putaway page automatically use an item's default stocking UOM, but you can override the default and enter any valid stocking UOM for the item.

Note. Manufacturing Completions processes put stock away into PeopleSoft Inventory in the standard UOM only.

You can maintain multiple stocking UOMs for an item, but because you must identify the UOM for every transaction using the item, doing so requires that you track each UOM physically. To simplify warehouse operations, store the item in one UOM.

For example, suppose that Item A has a standard UOM of each (EA) and two stocking UOMs: each and case (CS). Assume that one CS equals 12 EA. To transfer all of Item A from one storage location to another, create two transactions—one to transfer the quantity that is stocked in EA and the second to transfer the quantity that is stocked in CS. If the picking plan calls for two cases of Item A to be picked, and you have 12 EA and one CS, create two picking feedback transactions—one to pick 12 EA and the second to pick one CS.

If, however, you define one stocking UOM for Item A, create only a single transaction for either of these material movements. You can still have an ordering UOM of CS, allowing you to order two CS. The difference is that you can enter a single picking feedback transaction by using the ordering UOM of CS. The system automatically converts to the single stocking UOM to find the correct quantity to fill the picking request.

Ordering UOM

Define an ordering UOM if you order quantities in a UOM that is other than the standard UOM. You can use the ordering UOM to create material stock requests, sales orders, and purchasing requisitions.

You cannot change the ordering UOM for an item if an open order containing the item exists in PeopleSoft Inventory.

Shipping UOM

Define a shipping UOM if you ship quantities in a UOM that is other than the standard UOM. Use the shipping UOM on the Packing Session pages and on the Shipping/Issues component.

You cannot change the shipping UOM for an item if an open order containing the item exists in PeopleSoft Inventory.

Rules for Deleting UOMs

Whenever you attempt to delete a UOM on the Units of Measure page in the Set Up Financials/Supply Chain - Common Definitions menu, PeopleSoft Inventory checks for these situations. If any of the conditions are not met, the system issues an error message and cancels the deletion.

• All UOMs: No item uses this UOM as a default stocking UOM.

• Stocking UOM: No quantity on hand or negative quantity exists in any storage location (the PHYSICAL_INV table) and no quantity exists in the putaway staging tables (STAGED_INF_INV and STAGED_ITEM_INV).

• Ordering UOM: No data exists in the ordering tables (DEMAND_INF_INV and DEMAND_INV) and no undepleted data exists in the Shipping Interface table (SHIP_INF_INV).

• Shipping UOM: No undepleted data exists in the Shipping Interface table (SHIP_INF_INV).

Using Units of Measure

This table illustrates which units of measure are used by PeopleSoft Inventory transaction pages.

Using UOMs with Electronic Data Collection Systems

The UOM Conversion Flag (unit of measure conversion flag), available on the Installation Options - Inventory page, the Inventory Options page, and the Define Item - Inventory: Shipping/Handling page, enables you to indicate how the electronic data collection system should handle UOMs. The option that you select on Installation Options page is used as the default option at the setID level and can be overridden on Inventory Options; the selection that you make on Inventory Options is used as the default option at the business unit level and can be overridden on the Define Business Unit Item - Inventory: Shipping/Handling page. The electronic data collection transactions that run in the background use the settings on this final page.

You can set the conversion flag to process transactions in one of three ways:

• If you select Convert to Standard UOM (convert to the standard unit of measure), the system converts the UOM on incoming transactions to the item's standard UOM.

  This enables you to stock all of the inventory in the standard UOM and perform material movement transactions by using any valid UOM for the item.

• If you select Convert to Default Stock UOM (convert to the default stocking unit of measure), the system converts the UOM on incoming transactions to the default stocking UOM.

• If you select Use Entered UOM, the system processes transactions by using whatever UOM the user enters.

These transactions do not use the conversion flag in the standard manner:

• The shipping container and shipping serial transactions accept only the shipping UOM.

  After verifying that the entered UOM is valid for shipping, the system processes the transaction by using that UOM.

• The interunit and purchase order receiving transactions use a receiving UOM rather than a putaway UOM and therefore accept any valid UOM for the item.

  For these transactions, the system receives the item in the entered UOM, then stocks it in the default stocking UOM.

• Both the PeopleSoft Inventory and the Production Management picking feedback transactions take the original stocking UOM into account.

  If the original stocking UOM is identified on the incoming transaction, the system automatically converts the picking UOM to the original stocking UOM; if the original stocking UOM is not identified, the system selects the conversion flag and uses it accordingly.

• The shipping notification transaction both picks and ships stock.

  When picking, the system selects the conversion flag to determine which UOM to use; when shipping, it uses only the ordering UOM.

This table shows which UOMs are valid for each transaction type and each setting of the conversion flag.

Examples: How to Use UOMs

These examples illustrate the concepts that are discussed in Understanding Item Unit of Measure. These examples do not encompass all possibilities for each transaction; they are designed to display how the different UOMs for an item can be used in PeopleSoft Inventory.

Using a Single Stocking UOM with Multiple Ordering and Shipping UOMs

For this example, assume that item MOD900 (a modem) has these UOMs and conversion rates:

Receiving Transaction

You receive 10 CS of MOD900 using the vendor UOM of CS. This is different from the shipping UOM of CS: the vendor UOM of CS is 100 EA and the shipping UOM of CS is 25 EA.

Putaway Transaction

You put away 1,000 EA of MOD900 in Bin A using the standard UOM, the only valid stocking UOM for this item.

If you use an electronic data collection system, and you have selected the UOM Conversion Flag to convert the entered UOM to the standard UOM, you can also put away 40 CS or 10 PL. In either case, the system converts this quantity to the standard UOM of EA.

Transfer Transaction

You then transfer 50 EA of MOD900 from Bin A to Bin C using the stocking UOM.

If you use an electronic data collection system, and you select the UOM Conversion Flag to convert the entered UOM to the standard UOM, you can also transfer 2 CS or 0.5 PL from Bin A to Bin C. In either case, the system converts the quantity to the standard UOM of EA.

Material Stock Request Transaction

You enter a customer sales order for 8 CS of MOD900. You can also enter the quantity in the standard UOM (200 EA)—the system automatically converts this quantity to the ordering UOM (CS, in this example).

Picking Transaction

You pick 8 CS of MOD900 from Bin A. The Picking Feedback transaction automatically converts the 8 CS to a quantity of 200 EA. You can pick using the stocking, ordering, or standard UOM.

If you use an electronic data collection system and you have selected the UOM Conversion Flag to convert the entered UOM to the standard UOM, you can also pick in CS and the system automatically converts the quantity to EA.

Shipping/Issues Transaction

You ship 8 CS of MOD900 to the customer. You can also choose to ship 2 PL.

If you use the shipping containers electronic data transaction, you can ship in EA, CS, or PL, as these are all valid shipping UOMs for the item.

Using Multiple Stocking UOMs

For this example, assume that item COT100 (a cotton ball) has these UOMs and conversion rates:

In the hospital supply room, you issue cotton balls by the box of 100 cotton balls and by the case of 550 cotton balls. Boxes are issued to nurses' stations and cases are issued to departments.

The cotton balls are stocked separately in boxes of 100 or in cases of 550. You receive a shipment of cotton balls and put away 5 BX and 10 CS.

Someone comes to the supply room and requests 5 BX of cotton balls for the nurse's station in the department. When you issue the 5 BX, you are left with no boxes and 10 cases of COT100.

Someone else requests 2 boxes of COT100; you tell them you are out until the next shipment. You would not issue 100 EA out of a CS because you do not want to break the case.

Another department requests 3 cases of cotton balls. When you give them the 3 CS, you are left with no BX and 7 CS.

Associating Items with UOMs

You set up relationships between items and UOMs at both the setID level and the business unit level.

To associate items with UOMs:

1. Establish UOMs for the setID.

   Define UOMs on the Units of Measure page, which you access from the Set Up Financials/Supply Chain - Common Definitions menu. All UOMs must be defined here before they are available anywhere else in the system.

2. Define the standard UOM for each item within the setID.

   Using the Define Item - General: Common page, assign each item a standard UOM that reflects the item's most common UOM.

   Warning! To minimize rounding discrepancies when using multiple UOMs, use the smallest valid unit of measure for the item as the standard UOM.

3. Define additional UOMs for each item within the setID.

   Using the Units of Measure page, which you access from the Define Items menu, define valid UOMs for ordering, stocking, and shipping each item. As part of this definition, identify the default stocking UOM, specify conversion rates between the standard UOM and the additional UOMs, and set up quantity precision rules for use in system calculations.

   For each UOM, define corresponding stocking and shipping parameters on the UOM Weight/Volume page. To access this page, click the UOM Weight/Volume link on the Units of Measure page, which you access from the Define Items menu.

4. Define any UOM attributes that vary according to business unit.

   Define a standard pack UOM on the Define Item - Inventory: Shipping/Handling page. This is the only UOM that you define at the business unit level rather than at the setID level.

   If stocking, ordering, and shipping UOMs and their corresponding stocking and shipping parameters differ according to the business unit, define this information on the Define Business Unit Item - Inventory: Weight/Volume page.

See Also

Establishing Quantity Precision and Rounding Rules for Items

Establishing Quantity Precision and Rounding Rules for Items

This section provides a overviews of rules used when rounding and rounding exceptions and discusses how to set up quantity precision and rounding rules.

Understanding Rules used when Rounding

This section discusses:

• Quantity Precision Rules.

• Rounding Rules.

• Automatic UOM Rounding.

Quantity Precision Rules

Quantity precision rules enable you to indicate whether entered and calculated quantities for an item-UOM combination should be expressed as whole numbers or decimals. If you specify a whole number as the quantity precision, all quantities involving the item-UOM combination are stored in the database and appear on pages and reports as whole numbers. Zeros still appear in the decimal places, however, so that you see 5.0000 rather than 5. If you specify a decimal quantity precision, quantities are stored and appear as decimals that are carried out to four places.

Quantity precision is set at the inventory setID and item-UOM levels and is defined on the Units of Measure page, which you access from the Define Items menu.

Whenever you enter a quantity for an item-UOM combination, the PeopleSoft system verifies whether the entry conforms to the quantity precision rules that you specify. If you enter a decimal value for a combination requiring whole numbers, an error message appears. For example, if the EA UOM is defined for whole numbers, you cannot enter a quantity of 1.5 EA.

You can always change a whole number precision to a decimal precision, but you cannot always change a decimal precision to a whole number precision. After you complete certain transactions involving the item—any putaway operation, any order placed against the item, or any adjustment—you cannot make this change.

See Setting Up Quantity Precision and Rounding Rules.

Rounding Rules

Whenever you define a whole number as the quantity precision on the Unit of Measure page, you associate a rounding rule with that item-UOM combination. Rounding rules enable you to determine the direction in which fractional quantities are rounded so that calculations involving the item result in whole numbers. You have two options:

• Natural round

  Fractional values that are greater than or equal to 0.5 are rounded up to the nearest integer, and fractional values that are less than 0.5 are rounded down to the nearest integer.

• Round up

  Fractional values are rounded up to the nearest integer.

To change the rounding rules for an item at any time, return to the Unit of Measure page and select a different option.

Note. Calculations that are performed by using the natural round option can produce rounded quantities of 0. For example, the calculated quantity 0.2500 rounds down to 0 rather than up to 1. When establishing the rounding rules, select the round up option to ensure that the system never rounds to 0.

See Understanding Rounding Exceptions.

Automatic UOM Rounding

The Automatic UOM Round option on the Business Unit Related - Inventory Definition page enables you to indicate whether entered fractional quantities should be rounded automatically during UOM conversions. Whenever a PeopleSoft application performs a UOM conversion, it uses the specified rounding rule in conjunction with the automatic rounding option that you select here to determine how to process these quantities.

Depending on how you set the automatic rounding flag, the PeopleSoft system handles automatic rounding in one of three ways:

• Generates a warning message.

  The system suggests a new quantity to replace the entered quantity. If you accept the suggested value, processing continues; if you reject it, the system displays an error message and stops processing the transaction.

  Note. Because batch processes do not produce online messages, the system treats this option differently when running in batch: it creates a hard-error warning and stops conversion processing.

• Generates an error message.

  The system displays an error message and stops conversion processing. You must enter a different quantity before processing can resume.

• Performs automatic rounding without generating a message.

  The system automatically replaces the entered quantity with the new value.

  Note. A UOM conversion that necessitates changing a quantity that is already stored in the database always results in an error, no matter which automatic rounding option you select.

This example illustrates the principles that are behind automatic rounding. Suppose that you maintain item A in two different UOMs: the standard UOM is each (EA) and the stocking UOM is cases (CS). Assume that cases can exist in fractional quantities but EA must be whole numbers, you have selected the natural round rule, and the conversion factor is 6 EA to 1 CS. Suppose that you enter an order for 0.3331 CS of the item. Because PeopleSoft Inventory conducts transactions in the standard UOM, the request for 0.3331 CS is converted to 2 EA (rounded according to the rules that you specify). To maintain data integrity within the system, the originally entered quantity must be revalidated. When the rounded quantity of eaches is reconverted to cases, the resulting value requires the original quantity to be changed from 0.3331 CS to 0.3333 CS.

Understanding Rounding Exceptions

Certain situations exist in both PeopleSoft Purchasing and PeopleSoft Manufacturing in which rounding differs from the standard functionality.

PeopleSoft Purchasing

If the installation includes PeopleSoft Purchasing, you can override the defined quantity precision rules on the Vendor's UOM & Pricing Info page.

If you specify a whole number quantity precision, the Build Inv Demand from Stage (build inventory demand from stage) process (PO_REQINVS) automatically rounds to whole numbers after calculating the transfer yield (defined on the Define Business Unit Item - Planning: Order Modifiers page). If a rounding error occurs, the process stops the creation of inventory demand and creates a purchase order instead.

During purchase order sourcing, the system applies to the largest distribution any differences that are from rounding. Rounding differences are usually small enough that updating the source documents (requisitions and planned purchase orders, for example) to reflect these discrepancies is not necessary.

PeopleSoft Manufacturing

PeopleSoft Manufacturing does not use the standard rounding rules in three types of transactions:

• Quantity per assembly.

• Cost Rollup process.

• Component demand.

See Also

Building Inventory Demand Transactions

Understanding the Purchase Order Sourcing Business Process

Rounding Rules in Manufacturing

Setting Up Quantity Precision and Rounding Rules

When you establish items and UOMs for the business, define quantity precision and rounding rules for use in system transactions and calculations. These rules govern the manner in which PeopleSoft applications process entered and calculated quantities.

To set up quantity precision and rounding rules:

1. Define quantity precision and rounding rules for the setID.

   On the Units of Measure page, which you access from the Define Items menu, specify whether quantities for each item-UOM combination should be expressed as whole numbers or as decimals.

   If you specify a whole-number quantity precision, select a rounding rule (either round up or natural round) to indicate how calculated quantities should be rounded so that they result in whole numbers.

2. Define automatic rounding rules for UOM conversions.

   On the Business Unit Related - Inventory Definition page, select an automatic rounding option to indicate whether the system should generate warning messages, generate error messages, or round quantities automatically during UOM conversions.

See Also

Establishing Quantity Precision and Rounding Rules for Items

Viewing Item Information

This section describes how to view item information.

Pages Used to View Item information

Viewing Item Information

Access the Items - Audit page (Items, Review Item Information, Items, Audit).

Note. When the item's setID definition record is approved, the fields that are in the Last Item Approval Change group box are not updated. When the item definition is approved, the item status is set to Active. This group box does not reflect post-approval status updates such as Hold, Inactive, or Discontinue.

See Also

Managing Inventory by Item Status

Using Enterprise Integration Points for Items

This section discusses how to:

• Send outbound data with the Item Master EIP.

• Send item information to PeopleSoft CRM.

• Receive inbound data with the Item Master EIP and the Item Price List EIP.

PeopleSoft applications provide the following enterprise integration points (EIPs)—the Item Price List EIP, the Item Master EIPs, and the CRM Item Sync EIPs—that enable you to synchronize item data with third-party systems. With the Item Price List EIP, you can receive item price list data that is published by third-party sources or load this information from a flat file. With the CRM Item Sync EIPs, you can send item records to PeopleSoft CRM.

See Also

Sending Item Information to PeopleSoft CRM

Loading Items

https://support.oracle.com/CSP/ui/flash.html

Understanding PeopleSoft Supply Chain Management Enterprise Integration Points

Sending Outbound Data with the Item Master EIP

With the Item Master EIPs, you can send and receive complete item records.

The Item Master EIP includes four XML-based service operations defined in PeopleSoft Integration Broker: ITEM_SYNC, ITEM_SYNC_EFF, ITEM_FULLSYNC, and ITEM_FULLSYNC_EFF. Activate the ITEM_SYNC service operation to send incremental updates automatically as item information is updated online or by using the Change Item Status process (INS4000), Item Loader process (IN_ITMLOAD), or Publish Outbound Message process. Activate the ITEM_FULLSYNC service operation to perform full data replication by scheduling a batch process using the Full Data Publish utility. This process generates an outbound transaction containing item information.

If you are sending item data to a third-party system that cannot process effective-dated rows, activate the _EFF version of either the ITEM_SYNC or ITEM_FULLSYNC service operations. When you send item updates by using the _EFF service operations, future-dated segments of the data are removed from the outbound transaction and sent when the effective date equals the current date.

When you activate the ITEM_SYNC or ITEMSYNC_EFF service operations, outbound item information is generated from these 11 points within the PeopleSoft system as approved items are being maintained:

1. Define Item component.

2. Purchasing Attributes component.

3. Approve Item component.

4. Purchasing Attributes component.

5. Units of Measure component.

6. Universal Item Identifiers.

7. Copy Item component.

8. Revision Maintenance component.

9. BOM Mass Maintenance by MMC.

10. BOM Mass Maintenance by ECO.

11. Item Loader process (IN_ITMLOAD).

12. Item Add component.

Note. To send the outbound data for BOM Mass Maintenance by MMC or by ECO, run both the ENPMMAIN COBOL process and the Publish Outbound Message (Item Revision option) process. To send the data for Revision Maintenance, run the Publish Outbound Message (Item Revision option) process.

See PeopleSoft SCM Outbound EIPs.

See Understanding Warehouse Management Systems.

Message Structure

Each service operation uses a message to define the fields and records to be used in the EIP. The structure of the item messages is:

Message Segments

The segments that are delivered in each of the item messages vary depending on the source of the message. The tables that are provided under each of the data sources display the segments that are delivered based on the function that is being performed.

• The parent segment of the message is always included on the EIP transaction.

  If the parent segment does not have a PSCAMA record, or if it does have a PSCAMA record with a blank audit action code, then no modifications are made to the parent segment. In this case, the parent is included only for reference purposes.

• The EIP transaction is published if any fields for a source record are altered on any of the pages that are listed.

  The audit action code on the PSCAMA record is set to the appropriate code based on the action that is being performed (add, change, or delete). Because all fields of the source record are not sent on the EIP transaction, cases may exist in which transactions are published even though none of the fields have been modified. The logic that determines whether to publish a transaction only checks that the source record has been altered. It does not check field by field to determine whether the altered fields are on the message used by the EIP transaction.

• Because the logic that publishes the transaction does not check field by field to determine whether a specific field has been altered, all fields that are on a message segment are published if any field that is on the source record is altered.

• The item EIP transactions are published only for an item that has an Approved status.

Define Item

The component sends out various segments of a message depending on the function that is being performed.

• Add mode with a status of Approved:

  Segment	Audit Action	Comments and Data Rules
  Item Master	A	Always published.
  Item Detail	A	Always published.
  Item UOM	A	Always published.

• Update or Correction mode with an item that is saved with a new Approved status.

  Because an item EIP transaction is never published until it is approved, all message segments for the item are used when approved:

  Segment	Audit Action	Comments and Data Rules
  Item Master	A	Always published.
  Item Detail	A	Always published.
  Item UOM	A	Always published.
  Item Purchasing Attributes	A	Published only if any exist.
  Item Bus Unit Attributes	A	Published only if any exist.
  Item Bus Unit Wgt/Vol	A	Published only if any exist.
  Item Revision	A	Published only if any exist.
  Item Category	A	Published only if any exist.
  Item Manufacturer	A	Published only if any exist.
  Universal Item Identifier	A	Published only if any exist.

• Update or Correction mode with a previously approved item:

  Segment	Audit Action	Comments and Data Rules
  Item Master	C or space	Always published.
  Item Detail	C, D, or space	Published only if a field from the Inventory Item table (ITEM_INV) is modified.

Item UOM Page

The Item UOM page provides these message segments:

Universal Item Identifiers Page

The Universal Item Identifiers page provides these message segments:

Purchasing Attributes Page

The Purchasing Attributes page provides these message segments:

Define Business Unit Item Page

You can use Add or Update mode.

• Add mode: When the page is saved in Add mode, all message segments for the Item EIP are published with an Audit Action Code of A.

  Interfacing systems that are only taking a transaction when the item is added to the business unit use this message to build all information for the item.

  Interfacing systems that take transactions before a business unit is established update their item structures with the business unit level information:

  Segment	Audit Action	Comments and Data Rules
  Item Master	A	Always published.
  Item Detail	A	Always published.
  Item UOM	A	Always published.
  Item Purchasing Attributes	A	Published only if it exists.
  Item Bus Unit Attributes	A	Only the business unit that is being added is published. In this situation, the relationship between the Item Master segment and the Item Bus Unit Attributes segment is always a one-to-one relationship.
  Item Bus Unit Wgt/Vol	A	Published only if any exist.

• Update mode:

  Segment	Audit Action	Comments and Data Rules
  Item Master	Space	Always published.
  Item Bus Unit Attributes	C or space	Only the business unit that is being changed is published. In this situation, the relationship between the Item Master segment and the Item Bus Unit Attributes segment is always a one–to-one relationship.
  Item Bus Unit Wgt/Vol	A, C, or D	Only published if the BU_ITEMS_WTVOL is modified.

Item Approval Page

Because the item EIP is never published until an item is approved, all segments for the item are published when it is approved:

Item Copy Page

The Item Copy page provides these message segments:

REV Maintenance

The REV Maintenance page provides these message segments:

BOM Mass Maintenance by MMC and BOM Mass Maintenance by ECO

The BOM Mass Maintenance pages provide these message segments:

Item Loader Process

The Item Loader process provides different message segments depending on the action that is being taken with the item.

When adding a new item with an Approved status:

When updating an existing item that has reached an Approved status:

Full Data Publish

This function is used to copy all items in the database to an interfacing system, or if chunking is being used, to copy all items for a specific chunking value. In this case, all data is published with an audit action code of A:

Sending Item Information to PeopleSoft CRM

If you are integrating with PeopleSoft CRM, you can use the CRM Item Sync EIPs to synchronize item data in the CRM and PeopleSoft Inventory systems. The CRM Item Sync EIPs are two service operations defined in PeopleSoft Integration Broker, ITEM_CRM_FULLSYNC_EFF and ITEM_CRM_SYNC_EFF. Use the ITEM_CRM_FULLSYNC_EFF service operation to send a list of all items in the PeopleSoft Inventory Item Master table to CRM. The PeopleSoft CRM FieldService and Call Center applications use this item information for initial population of their Item Master tables. Use the ITEM_CRM_SYNC_EFF service operation to send incremental updates automatically as item information is modified online or by the Item Loader process (IN_ITMLOAD). When you use the ITEM_CRM_SYNC_EFF service operation, you must also activate the internal ITEM_CRM_SYNC service operation. This service operation does not send data to the PeopleSoft CRM system, but it is essential for ITEM_CRM_SYNC_EFF to work properly.

When you activate the ITEM_CRM_SYNC and ITEM_CRM_SYNC_EFF service operations, outbound item information is generated from these five points within the PeopleSoft system as approved items are being maintained:

• Define Item component.

• Approve Item component.

• Units of Measure component.

• Copy Item component.

• Item Loader process (IN_ITMLOAD).

• Item Add component.

See PeopleSoft SCM Outbound EIPs.

See PeopleSoft CRM Integrated FieldService PeopleBook

See PeopleSoft CRM Call Center Applications PeopleBook

Setting Up the CRM Item Sync EIPs

PeopleSoft delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as CRM. To set up this service operation:

1. Setup within the PeopleSoft Inventory application:

   There are no setup steps within PeopleSoft Inventory.

2. Setup within PeopleSoft Integration Broker and Enterprise Components:

   Use the information in the following table and refer to the setup instruction in the PeopleSoft Supply Chain Management Integrations 9.1 PeopleBook, "Implementing Integrations" chapter, Setting Up Service Operations section.

See Setting Up Service Operations.

See PeopleTools PeopleBook: Integration Broker

Message Structure

Each service operation uses a message to define the fields and records to be used in the EIP. The structure of this item messages is:

Message Segments

The segments that are delivered in each of these item messages varies depending on the source of the message. The tables that are provided under each of the data sources that are listed display the segments that are delivered based on the function that is being performed.

• The parent segment of the message is always included on the EIP transaction.

  If the parent segment does not have a PSCAMA record, or if it does have a PSCAMA record with a blank audit action code, then no modifications were made to the parent segment. In this case, the parent is included only for reference purposes.

• The EIP transaction is published if any fields for a source record are altered on any of the pages that are listed.

  The audit action code on the PSCAMA record is set to the appropriate code based on the action that is being performed. Because all fields on the source records are not sent on the transaction, cases might exist where data is published even though none of the fields have been modified. The logic that determines whether to publish an EIP transaction only checks that the source record has been altered. It does not check field by field to determine whether the altered fields are on the message used by the EIP transaction.

• Because the logic that publishes the transaction does not check field by field to determine whether a specific field has been altered, all fields that are on a message segment are published if any field on the source record is altered.

• The item EIP transactions are published only for an item that has an Approved status.

Define Item

The Define Item component sends out various segments of the item message depending on the function that is being performed.

• Add mode with a status of Approved:

  Segment	Audit Action	Comments and Data Rules
  Item Master	A	Always published.
  Item Detail	A	Always published.
  Item UOM	A	Always published.
  UOM Type	A	Always published.
  Item Substitute	A	Published only if any exist.

• Update or Correction mode with an item that is saved with a new Approved status. Because an item EIP transaction is never published until it is approved, all message segments for the item are used when approved:

  Segment	Audit Action	Comments and Data Rules
  Item Master	A	Always published.
  Item Detail	A	Always published.
  Item UOM	A	Always published.
  UOM Type	A	Always published.
  Item Substitute	A	Published only if any exist.

• Update or Correction mode with an item that was previously approved:

  Segment	Audit Action	Comments and Data Rules
  Item Master	C or space	Always published.
  Item Detail	C, D, or space	Published only if a field from the Inventory Item table (ITEM_INV) is modified.
  Item Substitute	C, D	Published only if a field from the Item Substitute table (SUBSTITUTE_ITM) is modified.

Item UOM Page

The Item UOM page provides these message segments:

Item Approval Page

Because an item EIP transaction is never published until it is approved, all message segments for the item are used when approved:

Item Copy Page

The Item Copy page provides these message segments:

Item Loader Process

The Item Loader process provides different message segments depending on the action that is being taken with the item:

When adding a new item in an Approved status:

When updating an existing item that has reached an Approved status:

Full Data Publish

This function is used to copy all items in the database to an interfacing system, or if chunking is being used, to copy all items for a specific chunking value. In this case, all transactions are published with an audit action code of A:

Receiving Inbound Data with the Item Master EIP and the Item Price List EIP

You can receive inbound item data by using any of the Item Master EIPs that are listed in the previous section. With the Item Price List EIP, you can receive item price list data that is sent by third-party sources using the ITEM_PRICELIST_LOAD service operation. The ITEM_PRICELIST_LOAD service operation supports requirements of the X.12 832 - Price/Sales transaction set.

Item records that are created from EIPs or flat files are inserted into the item loader staging tables for inbound processing. The Item Loader process validates the staged data, and if no errors are found, updates the database. You can correct any errors that are flagged by the Item Loader process by using the Data Definition Maintenance component.

See Also

Understanding PeopleSoft Supply Chain Management Enterprise Integration Points

Changing the Item Type

After you have used an item ID in the PeopleSoft system, you may want to change the item from an inventory item type to a non-inventory item type or conversely, change from a non-inventory to an inventory item type. Business conditions often change. It might be more cost-effective to just expense an item that has previously been tracked in inventory. Likewise, an item that was once considered an expense (non-inventory) item may need to be kept and tracked in PeopleSoft Inventory.

An item is defined as an inventory item by the value of Y (yes) in the INVENTORY_ITEM field of the MASTER_ITEM_TBL record. The item is defined as a non-inventory item when the value is N (no). You can change the inventory item type setting of an item ID by:

• Selecting or deselecting the Inventory Item check box on the online Define Item - General: Common page. This method is best for changing a few items.

• Using the Item Loader process to change the value in the INVENTORY_ITEM field of the selected items. This method is best for changing many items at one time.

An inventory item can be physically stocked and tracked in one or more PeopleSoft Inventory business units and used on material stock requests (MSR) within the Inventory business units. A non-inventory item is not used within the PeopleSoft Inventory business units and cannot be added to an MSR. Both item types can be:

• Added to sales orders in PeopleSoft Order Management.

• Added to requisitions and purchase orders in PeopleSoft Purchasing.

• Added to work orders and job templates in PeopleSoft Maintenance Management.

• Defined on a Bill of Materials (BOM) in PeopleSoft Manufacturing.

• Used in forecasts at both the family and group level in PeopleSoft Supply Planning.

Restrictions to Changing the Item Type

You cannot change the item type of the item until all transactions against the item are complete. You need to shut down your business against this item, make the type change, and then resume business as usual. PeopleSoft provides you with a page that lists all the transactions that need to be resolved before the item type change can be made. The Item Type Errors page includes links to the appropriate PeopleSoft pages where you can make the necessary changes to complete or cancel transactions.

To change the item type, the item ID cannot be used:

• On an open material stock request (MSR) in PeopleSoft Inventory, including interunit transfers. You must cancel the MSR or complete the shipment and place the order in the Depleted fulfillment state.

• On an open or pending sales order in PeopleSoft Order Management. Any sales orders with a product ID that is associated with the item ID must be closed or canceled.

• On an open work order in PeopleSoft Maintenance Management.

• On a putaway transaction in the putaway staging interface table (STAGED_INF_INV) in PeopleSoft Inventory.

• On an open receipt, requisition, purchase order, purchase order contract, RFQ (request for quote), or RTV (return to vendor) transaction in PeopleSoft Purchasing.

• On an eProcurement requisition or in the PV_CP_LOAD table in PeopleSoft eProcurement.

• On a BOM. routing, or production ID in PeopleSoft Manufacturing.

• On a task, routing or production operation as a subcontracted item within PeopleSoft Manufacturing.

• In a material storage location (MSL) in a PeopleSoft Inventory business unit. The item quantity must not be a positive quantity or a negative quantity (if you have enabled the negative inventory feature). All the MSLs must be adjusted to zero quantity for this item ID.

• On a counting event in PeopleSoft Inventory.

• On an RMA (return material authorization).

• On any pending inbound transactions located in the staging tables. This includes data from EIPs, transaction pages, and any system generated transactions.

• On an India tax calculation transaction, such as a shipping excise invoice.

• As a vendor managed inventory (VMI) item in PeopleSoft Inventory.

• Used in a par location in PeopleSoft Inventory.

• As a substitute item for another item ID.

Additional Changes

In addition to the changes highlighted in the Item Type Errors page, there are other changes you must make, including:

• Source Codes: When changing an inventory item type, the source code must change as well. Non-Inventory items can only have source codes of Expense or Planning. Inventory items can not use the Expense or Planning source codes.

• Product IDs: When changing an item that already exists as a product ID in PeopleSoft Order Management from an inventory to a non-inventory item type, the product now needs a default cost element on the product definition, whereas this is not required for products associated with inventory items.

Pages Used to Change the Item Type

Using the Define Items Component to Change the Item Type

Access the Define Item - General: Common page (Items, Define Items and Attributes, Define Item, General).

Use this page to change the item type for one item ID at a time.

Once you have changed the item type from inventory to non-inventory and clicked the Save button:

• A warning message is displayed if there are cost profiles that exist for any business unit that is using this particular setID. If you click the OK button to continue past this warning, then the cost profiles are deleted, the cost element is set to blank on the BU_ITEMS_INV record, and the source code is changed to expense.

• The Item Type Errors tab is displayed within this Define Items component. This tab only displays if there are outstanding transactions or stocked inventory quantities that prevent the system from changing the item type. The data on this tab can be downloaded to a Microsoft Excel spreadsheet for further analysis.

Using the Item Loader Process to Change the Item Type

The Item Loader process can be used to change the inventory item type. This method is especially useful when you want to change a large group of items at the same time. To use the Item Loader to changed the item type:

1. Use the Catalog Maintenance Template component to create a template that defines which records and fields can be extracted from the item master tables and updated. Define the INVENTORY_ITEM field in the MASTER_ITEM_TBL record.

2. Run the Catalog Maintenance Extract (PO_EXPORT_CRITERIA) process. This process enables you to download items from the MASTER_ITEM_TBL record to the corresponding Item Loader staging table, MASTER_ITEM_EC. If there is already data in the ITM_LOAD_MST_EC or MASTER_ITEM_EC records for this item, then the item type cannot be changed since there are other pending changes to this item ID.

3. Run the Catalog Maintenance Update (PO_MASS_UPDATE) process to update the value of the field INVENTORY_ITEM in the staging table, MASTER_ITEM_EC.

4. Run the Item Loader (IN_ITMLOAD) process to validate and make the change. If the change is not allowed then error messages appear in the item loader error table (ITEMLOAD_ERR). Records with invalid data remain in the Item Loader staging tables with an Error status. You can edit them online by using the Data Definition Maintenance component which contains a link to the Item Type Errors page where you can view the outstanding transactions that prevent the item type change. After correcting the data errors, you can rerun the Item Loader process to populate the master data tables with the corrected item records.

See Also

Using Item Catalog Maintenance

Running the Item Loader Process

Editing Data Errors in the Item Loader Staging Tables

Using the Item Type Errors page

Access the Item Type Errors page (For an existing item ID, select or deselect the Inventory Item check box on the Define Item - General: Common and save the page).

This page only displays if there are transactions that prevent the item ID from changing item types.

General

Select the General tab of the Item Type Errors page.

Type	Describes the problem with the item ID that prevents the change in inventory item type.
Business Unit	Displays the inventory business unit.
Order No	Displays the order number within the inventory business unit. This could be a sales order or materials stock request.
View Details	Click to access the Cancel/Hold Stock Requests page for material stock requests or the Order Entry Form for sales orders. These pages enable you to cancel the order. It the item is currently or scheduled to be a substitute for another inventory item at the business unit level, then you cannot change it to be a non-inventory item. Click the link to access the Define Business Unit Item component for the item using the substitute where you can remove your item from the substitute list.

Orders

Select the Orders tab of the Item Type Errors page.

Each order that is inserted into the demand table (IN_DEMAND) is identified by eight fields that make up its demand key: inventory business unit, demand source, source business unit, order number, order line, schedule line number, demand line number and item ID. This tab displays seven of these fields. The item ID is defined at the Define Items component level.

Locations

Select the Locations tab of the Item Type Errors page.

This tab displays the material storage locations (MSL) within the inventory business unit that still contain stock of this item ID. All the MSLs must be adjusted to zero quantity. The MSL must not contain a positive quantity or a negative quantity (if you have enabled the negative inventory feature). Click the link to access the Adjustments page where you can create an adhoc adjustment to bring the quantity to zero in each MSL.

Purchasing

Select the Purchasing tab of the Item Type Errors page.

From PeopleSoft Purchasing, this tab displays any purchase orders, receipts, requisitions, RFQ (request for quotes), return to vendor transactions, or buying agreements that contain the item ID you want to change.

BOM

Select the BOM tab of the Item Type Errors page.

From PeopleSoft Manufacturing, this tab displays bill of materials (BOM) information that contains the item ID you want to change. The item type cannot be changed if the item ID is on a BOM.

Routing Type

Select the Routing Type tab of the Item Type Errors page.

From PeopleSoft Manufacturing, this tab displays routing information that contains the item ID you want to change.

PID/Task

Select the PID/Task tab of the Item Type Errors page.

From PeopleSoft Manufacturing, this tab displays production IDs (PIDs) that contains the item ID you want to change.

EIP

Select the EIP tab of the Item Type Errors page.

Before changing the item type of an item, check your organization's use of enterprise integration points (EIPs) to sent data into the PeopleSoft Inventory system. If the item ID has been changed from inventory to non-inventory and then the item ID is used on a message transaction loading to an Inventory business unit, the transaction will fail. Use the Data Def Maint (data definition maintenance) component or the Transaction Maintenance component to review incoming messages. Delete lines in the message that refer to the item that has now become a non-Inventory item. Click the link on the EIP Control ID to access the Transaction Maintenance component.

Work Order

Select the Work Order tab of the Item Type Errors page.

From PeopleSoft Maintenance Management, this tab displays work order information that contains the item ID you want to change. The inventory item type cannot be changed if there are open tasks that contain this item (both requirements and scheduled).