Use the file maintenance programs in the Inventory Control module to set up and maintain information on items and warehouses.
The programs on the File Maintenance menu enable you to set up and maintain items records in a particular warehouse (with location, reordering controls, stocking information, etc.), and serial/lot numbers for an item in a warehouse (with receiving information, quantity, etc.).
The Item Interchange F/M allows setting up alternate reference numbers for an item, so that when the reference number is entered at an item field, the correct item number is displayed automatically. An item may have an unlimited number of interchanges. The Warehouse/Vendor Review F/M contains information on vendor buying requirements and how often a vendor’s product line should be reviewed for reordering.
The last four programs are really time savers. The Create Warehouse/Item Records allows creation of a new warehouse or the adding of a product line to a warehouse without the operator having to enter each record manually. The Create Warehouse/Vendor Review Records allows duplication of warehouse/vendor records from one warehouse to another. The Transfer/Change Item Codes and Item Changer Programs allow changing selected item information without having to pull up each record in the Item F/M and changing it manually.
You can also access Infrequent File Maintenance programs from the File Maintenances menu.
You can access these programs from the IC File Maintenances menu.
Item F/M (ICF910), which is used to create and maintain records in the item file. Each record contains an item number and general and packaging information relevant to the item. The Item File is the backbone of the Inventory System and is referenced and/or updated by programs in the Inventory, Sales Orders, Purchase Orders, Sales Analysis and Manufacturing Control Systems. Before entering items, make sure you have set up at least one item class, item price class, unit of measure, vendor and GL posting table.
When a catalog item is imported into Item F/M, the system adds a record to the eCatalog log file for the new item master record. Because catalog items also upload, a record must be written to remove the catalog item from the eCatalog database if the item number is changed in the import. Import of a catalog item requires the item number to be changed. Once imported, it is removed from the catalog file.
Item/Unit Of Measure F/M (ICF915), which is used to enter units of measure information for an item, including conversion factor and weight per unit, and whether it can be used for selling, stocking, or pricing. It is also used to define the unit of measure defaults for stocking, pricing, selling, costing and buying. This program automatically displays after adding a new item so all units of measure can be entered. It can also be displayed from the Item F/M for an existing item by entering U at the main user prompt. This program can be added to any menu through the SM Program F/M and Menu F/M on the SM Menu Setup Menu.
eCatalog Note: When certain default units of measure are changed a record will be added to the eCatalog log file for the next update to the catalog database. Field changes that will trigger an update are: Smallest UM, Default Selling UM, Default Pricing UM
Warehouse/Item F/M (ICF920), which is used to create and maintain records in the warehouse/item file. Each record contains general, restocking, usage, sales, cost, activity and receipt information relevant to a particular item in a given warehouse.
Purchase Line Entry (ICE920), which is used to group together items you usually buy together. The path to the program is Inventory Control>File Maintenances>Purchase Line Entry (ICE920). A Purchase Line is for a range of items from a particular vendor and its parameters can be defined either at the Purchase Line or Warehouse / PLine level. In Replenishment Parameter Maintenance, an item’s parameters can be entered and the appropriate scope level is chosen during entry. Depending on the scope selected, a set of parameters can apply to a range of items. For example, an item can be selected by entering its part number, and then the scope can be set to the Purchase Line for the item. All items that are members of the Purchasing Line would then have the settings applied according to the hierarchy. Purchase Line Entry ties into fields in Item F/M (ICF910). Purchase Line Entry sets purchase line information for an item for a vendor. This information overrides the vendor defined in Item F/M & over writes it in the Item file. If you modify the primary vendor on a purchase line, the vendor is updated for all of the items on that purchasing line.
Catalog Item F/M (ICF905), which is used to maintain information on catalog items and export catalog items into the FACTS Item F/M. Catalog items are items that are provided by a vendor but are not stocked. This file maintenance allows you to maintain information on catalog items and export catalog items into the FACTS Item F/M.
eCatalog Note: When a catalog item is added or certain fields are changed a record will be added to the eCatalog log file for the next update to the catalog database. An "Allow Web Purchase" field will not be added to the catalog file. When uploaded, the Allow Web Purchase field will always be set to "unselected", any conversion factors will be sent as 1 and the Active check box will be selected. All UM’s will be set to the pricing UM. Field changes that trigger an update are: Description 1 , Description 2, Item Class, Vendor-Item, Price Class, Default Pricing UM, Primary Vendor
Serial/Lot F/M (ICF930), which is used to maintain serial numbers and lot numbers for items. Each record contains the warehouse, item, serial/lot number and serial/lot purchase and usage/sales information stored for the record. Initially no data needs to be entered here and the records are maintained by the system.
Item Interchange F/M (ICF935), which is used to access or identify item numbers in the inventory using different codes. For example, if item number 100 is 1/2 inch metal tape, there might be an interchange number called tape. When tape is entered into the system, item 100 is displayed.
Interchange numbers must be greater than one character. Duplicate interchange numbers may not be used for different item numbers. Interchange numbers also may not be existing item numbers in the inventory. The file may be used to store your customers’ part numbers as an aid when they are creating a sales order.
Interchange numbers are used throughout the system where items are entered except in the Sales Analysis module.
Whse/Vendor Review Cycle F/M (ICF945), which is used to create and maintain the warehouse/vendor review cycles. During installation, users should set up each warehouse/vendor review cycle. On a quarterly basis, the Vendor Review Cycle Reset should be run to keep the cycles up to date. This record keeps track of the frequency with which a product line is purchased which helps when the supplier offers a total-order discount. The information in this record is used to print the Vendor Review Dates Report that prints the dollar value of what you need and what you need to buy to meet the requirements of the vendor (target $ or lb.). Warehouse/vendor review cycle records can also be created in the Quick Vendor F/M (ICF940). When you save new vendor records in AP Vendor F/M, the system allows you to create a Faxlink record and warehouse/vendor review cycle record directly from the Vendor F/M program.
To create warehouse/vendor review cycle record directly from the Vendor F/M program, select OK when the system asks if you want to create a warehouse/vendor review cycle record. The system automatically displays the Warehouse/Review Cycle F/M program with the new vendor information. The first warehouse on file displays as the default. You can complete the warehouse/vendor review cycle record information and save the record and return to the Vendor F/M (APF910) program, or you can change other vendors' records and create new records for other vendors.
Quick Item Add, which is used to create and maintain records in the item file quickly by using an existing item to serve as a template for the new item. This is a pared-down version of Item F/M, so it only includes the fields necessary to set up an item record in the system. To speed up entry, it asks you to choose an existing item to serve as a template for the new item. You can edit any records created with this program in Item F/M. Note: The Quick Item Add program does not allow you to enter or create alternate bin locations for items.
Create Warehouse/Item Records (ICU910), which is used to create warehouse/item records automatically for a range of items in the item file. Warehouse/item records can be created for one warehouse each time the program is run. This program may save you time during initial inventory setup or in the event that you are opening a new warehouse. Note: The Create Warehouse/Item Records program does not allow you to enter or create alternate bin locations for items. Records created through this program can be reviewed or edited individually in the Warehouse/Item F/M.
Create Warehouse/Vendor Review Records (ICU930), which is used to duplicate Warehouse/Vendor Review Records from one warehouse to another. You can specify: the order to create - vendor, alpha or vendor class, beginning and ending order choice, warehouse from which to duplicate review records, and warehouse to which to duplicate review records.
Transfer/Change Item Codes (ICU920), which is used to change information in the Item and Warehouse/item Files for a range of items. All of this information is stored on each item in the item file. You may find this program useful when you need to make global changes to a number of item records without having to manually change each individual record in Item F/M or Warehouse/Item F/M. For example, sales tax or zip code changes may affect a number of item records. You can use this program to make the change once. When running this program, you can specify: the change order - item, alpha, item class, vendor, beginning and ending order to change and the warehouse to change for warehouse/item information. Changes made in this program do not affect transaction files or other modules.
Item Changer (ICU940), which is used to change specific information about an item to be reflected throughout the FACTS System. WARNING! DO NOT ABORT THIS PROGRAM WHILE IT IS RUNNING. Data will be left in an indeterminable state and may take several weeks to repair.
This program allows you to change specific information about an item to be reflected throughout the FACTS System. You can change the following information: Item number, Item descriptions 1 and 2, and Alpha lookup.
Deleting a warehouse/item record
Select a record and choose Delete. The program prompts you with the following:
SA history exists for this warehouse/item. Enter new item to store sales history under.
Enter the alternate SA item number to which you want to transfer sales history information. The entry must be a valid item number.
Item Changer (ICU940) Screen Details
You can enter Current and New Item numbers while others are on the system and save the list of entered items into a data file for later use.
When you access the Item Changer again any items previously entered are displayed in the item list. If any of the items had been deleted since they were initially entered in a previous session, an asterisk appears in the Deleted column.
This allows you to load items to be changed during the day (during business hours), exit the program without running it, and run the update at night while users are off the system.
As you make changes to items, the items are added to the list in the bottom half of the screen. These changes do not actually take place in the system until you press F3 to update at the end of line-item entry. This gives you a chance to verify your changes and make any necessary corrections or deletions.
When you run the actual update portion of this program, you must require everyone off the system. When you select Run Update, the system display a caution message indicating that the process requires the reading and updating of all files containing item information and may take a number of hours to complete; users cannot log in to the FACTS system until this program ends; items deleted from the system after entry into the item changer are skipped and the program must be allowed to run to completion.
Item Changer modifies item information for all records in all files for current and historical data, as well as the associated sort files in the following FACTS modules (in sequence):
• Electronic Data Interchange
• Inventory Control
• Job Cost
• Manufacturing Control
• Purchase Orders
• Sales Analysis
• Sales Orders
• Telefacts
• Service & Repair
• Equipment Rental
EWMS Processing Note
The Item Changer (ICU940) program is disabled for any Radio Beacon controlled warehouses.
Tips and recommendations
The Item Changer program also functions for items setup in alternate bin locations.
Limit each run to no more than 10 items at any one time. This program can change an unlimited number of items in the master file at a time, but it may take several hours to do so.
It is strongly advised that you run this program after normal business hours since users will not be able to log into FACTS while Item Changer is running.
To access this program, choose Inventory Control-->File Maintenances -->Item Changer.
Inventory Control Infrequent File Maintenances Overview
In most cases, your System Administrator or local FACTS Affiliate will use these programs during initial installation or during live processing if you determine that a modification needs to be made.
Always check with your Affiliate before you make changes to these programs.
You can access the following programs from the IC File Maintenances menu:
Item Class F/M (ICF950), which is used to create and maintain the item class records to help you review categories of items. Each item can be assigned to an item class (i.e., lawn mower parts, bike parts, etc.) Item classes are completely user-definable and can be used in IC reports to sort items according to their classes.
Ü Even if you don’t intend to use item classes, you must create at least one class and assign all items to it.
Item Price Class F/M (ICF952), which is used to create and maintain item price class records. Each new item must be assigned an item price class in the IC Item F/M. These classes are user-definable. Item price classes are used to set up contract pricing in Sales Orders and in the IC Costing & Pricing subsystem. eCatelog Note: When a new item price class is added or the description is changed a record will be added to the eCatalog log file for the next update to the eCatalog database.
There is currently no way to remove an item price class record from eCatalog. However, when a record is deleted, any unprocessed records for this transaction will be removed from the log file.
GL Posting Table F/M (ICF955), which is used to establish and maintain a set of GL posting tables for the Inventory Control module. Once GL Posting Tables are created, you can assign a posting table to each item so that the system knows which GL account numbers to post to when it posts a transaction for that item. You can set up one GL posting table and post all items to it, or you can set up multiple posting tables to produce a more detailed accounting system.
The posting tables define how transactions should be distributed in the General Ledger distribution after various FACTS registers have been run.
Adjustment Code F/M (ICF960), which is used to create and maintain adjustment codes needed to make adjustments that should print on the Adjustment Register. Four standard adjustment codes are required:
IT = item transfer (from the Item Repackaging Program)
WT = warehouse transfer (from the Adjustment Entry Program)
PD = physical discrepancy (from the Update Inventory program)
QT = quick warehouse transfer (from the Quick Transfer Adjustment Program)
Adjustment codes must be set up in this file maintenance before you can enter adjustments in the Adjustment Entry program.
Each adjustment code has an assigned General Ledger account number. In the GL posting control record, the Adjustments Posting flag determines whether adjustments post to GL based on the item type (pulled from the IC GL posting table) or based on the adjustment code (pulled from the adjustment code).
If the flag is set to A-adjustment, the G/L number assigned to the code is posted when entering an adjustment. If the flag is set to G-GL posting table, the G/L number in the GL posting table is posted. If the flag is set to G, the adjustment code type determines whether to post to the A-adjustments, R-receipts or S-sales G/L number.
Unit Of Measure Code F/M (ICF965), which is used to create and maintain a valid set of unit of measure codes. These codes are user-definable, and they are referenced throughout the system.
Each item is assigned a unit of measure for stocking, pricing, selling, costing and buying.
Warehouse F/M (ICF970), which is used to create and maintain warehouse information that is referenced by programs in Inventory Control, Sales Orders, Manufacturing Control, Purchase Orders and Equipment Rental modules. Items are entered in warehouses in order to maintain on hand, committed, backorder and on order quantities.
This program also includes several flags that are necessary for integrating Clippership, a third-party shipping package, and eStorefront.
A warehouse cannot be deleted if it is used in the Equipment Rental System.
Note for WMS warehouses, if the WMS control record has not yet been created the system displays a message indicating that you must first create the WMS control record and returns you to the menu.
IC to GL Posting Control F/M (ICF975), which is used to create and maintain an inventory GL posting control record for each company that uses the IC module. This program works in conjunction with IC GL Posting Table F/M and various FACTS registers.
Quick Vendor F/M (ICF940), which is used to add vendors through FACTS for users whose systems do not have the Accounts Payable module. If the AP usage flag is set to Y in System Control F/M, you will not be able to access this program.
Each record contains a vendor number, which serves as the record’s unique ID, and general information relevant to the vendor, including cost class, cost hierarchy, and Use lowest cost setting.
Vendor numbers may be automatically assigned by the system.
Ü You cannot delete vendors with open documents or open purchase orders.
Standard Part Source F/M, which is used to create source codes. Source codes define the source of the standard part number, for instance UPC, IDW or EAN (the European equivalent to UPC). They refer to the industry standard by which the part numbers were created.
Rebuild Inventory Sort Files (ICU990), which is used to rebuild sort files, which may not be current with the rest of the system.
Transfer Entry Options F/M (ICF978), which is used to customize the Transfer Entry and Confirmation programs to meet your company’s specific needs.
Warehouse Transfers Ship Via F/M (ICE972) , which is used to set up "from" and "to" warehouse default ship via combinations that will be used in the Transfer Entry programs. When a new transfer is created, the ship via will be set according to this matrix. You can enter a "from" warehouse and then be able to set up a different ship via for other warehouses that get transferred to. The "to" warehouse can be left blank for "all" to indicate that any other warehouse not set specifically here will use that ship via code. This way, a user who only uses one ship via when transferring from warehouse 01 will only have to set up the one "to" warehouse record. You can access this new program via the Warehouse F/M and from the IC Infrequent F/M menu and the System Installation menu.
Infor strongly recommends that you password-protect the Nonstatic Control F/M (ICF985) and Static Control F/M (ICF980) programs. Changes should only be made extreme caution and under the supervision of your Affiliate.
Static Control F/M (ICF980), which is used to maintain settings that affect how the IC module operates.
Nonstatic Control F/M (ICF985), which is used to maintain settings that the system updates and references during live processing.
Deleting an item class from the system:
When you delete an item class, the system prompts you to enter an alternate item class that it can transfer sales history to so that it’s still available in Sales Analysis.
Make sure you set up at least one false item class to which you can transfer sales history when you delete a class. A false class needs to be created even if you use one class for all your items.
To create a source code:
1. Enter up to three characters to create a source code. If the code already exists, its description appears on screen.
2. Enter up to 30 characters to create a description for the source code.
3. Choose New to create another source code or choose Save and then Exit if you are done.
Source codes must be set up before you can enter part numbers in Standard Part Number Entry.
To edit a source code or description:
1. Enter the source code you want to edit in the source code field.
2. Make changes as necessary.
3. Save and Exit.
To delete a source code:
Select the code in the source code field. Press F2 to find a code. Choose Delete.
Ü NOTE: If you delete a source code that has SPNs associated with it, no one can access the SPNs in SPN entry.