 |
All the non stock items can be defined under this option. This three-Block option allows the user to define the details of the Item, Create Item Creditor Information and Define Item Additional Identification Information.
If System Operational Definition Code AT "PMIS ITEM CODES MANDATORY" is Yes then the Institution must define General Items for all non stock items to be used on PM documents, all new documents will have defined items and no item can not be defined.
The definition of an Item requires the following information:
| Field | Type & Length |
Description |
|---|---|---|
| Item Code | N8 | The number of the general item. The system will create a new number if the user presses <NEXT FIELD> and the field is null. The number is obtained from Automatic Generated Numbers {FCSM-3} Code number 20 (Also refer to par 2.2.6). |
| Description | A40 | The description of the item. This will be displayed
whenever transactions involving this item are processed. Example: Nuts, Stainless Steel, 6mm |
| Sundry Description | A40 | This optional field can be used for a more complete
description of the item. This part is, however, not normally displayed
when transactions are processed. Example: Grade 316, Hexagonal |
| If the above two
fields are not sufficient then the user can use block 3 for more
description information. A classic example where the user must use this
additional information is in the case of Hand Books where the following
information is essential: Author, ISBN, Publisher, Year, Edition, etc. The Order/Request program will join the Item Description, Sundry Description and Additional Identification Information when the Item is used in an Order or Request. |
||
| Active/Non-Active | A1 | Is this item Active or Non-active? If this indicator is set to Non-active, the system will not allow any transactions to be updated against this item. |
| Bar Code | A20 | The Bar Code number of the item. This is a not mandatory field. |
| Commodity Code | N4 | The item must be linked to one of the Commodity Codes that were defined under option {FPMC-2}. The description will be displayed. Drill down function on this field to option {FPMC-2} with function keys <F1> <Clear Block>. |
| A2 | The units in which this item is to be ordered must be defined here. The description and the number of items per unit, as defined when this unit was created under option {FPMC-9}, will be displayed. Changing of these unit values is restricted, because changes will result in major miscalculations by the system. Drill down function on this field to option {FPMC-9} with function keys <F1> <Clear Block> | |
| Peak Month | MM | The month of peak demand for this general item. Allowed values are "01" to "12". |
| Minimum Lead Time | N3 | In days |
| Maximum Lead Time | N3 | In days. |
| Economic Order Quantity | N6 | In days. |
| Annual Demand | N7 | The annual quantity required. |
| Last Update | DD-MON-YYYY | The date on which the last change was made on this Item Definition. |
| Last User Code | A8 | The User who did the last change. |
| Require Quotations | A1 | Yes/No. Fields not is use. For future development. |
| Number of Quotations | N2 | Fields not is use. For future development. |
| General Expense Account | A8 | Fields not is use. For future development. Report {FPMMR2-22}, "Item Detail", will list all the above information. |
|
In this block the system carries the cost price information for each creditor that can supply the item.
Value of this block will default to an order if the creditor of the order is defined for the general item.
The Buyers of the Institution can priorities the creditors from 1 to
99. The value of System Operational Definition Code AU determine the
number of priorities that will link to a Request (Assign to PO) if the
General Item is used.
E.g. System Operational Definitions AU value is 3 then creditors linked to priority 1, 2 and 3 will be linked to the Request.
The definition of a General Item Creditor Definition requires the following information:
| Field | Type & Length |
Description |
|---|---|---|
| Item Code | N8 | The number of the general item as defined in block 1. The description and sundry description will be displayed. |
| Creditor Code | N9 | The creditor code as defined in option {FPMM-3} that supply the item. The creditor name and currency code will be displayed. |
| Priority Code | N2 | Values 1 to 99. Indicate the preference of creditors for this General Item. |
| Type of Item | A1 | The program will default an G. It is not updateable. |
| Active/Non-active | A1 | Is this General Item Creditor Definition Active or Non-active? If this indicator is set to Non-active, the system will not allow any transactions to use this information. |
| Cost Price | N19.4 | The cost price of the general item for the creditor including trade discount in the currency of the creditor. |
| Trade Discount | N5.2 | The percentage trade discount included in the cost price. E.g. 5% trade discount must be entered as 5.00 |
| Vat Rate | N6.3 | The vat rate used by the Creditor for the General Item. This Vat Rate can be Inclusive or Exclusive in the cost price according to the next field value. E.g. 14% vat rate must be entered as .14. |
| I/E | A1 | The vat rate Inclusive or Exclusive indicator. |
| Payment Term | A3 | The applicable payment term code, as defined in option {FPMC-4}. The description will be displayed. On entering Documents for this general item creditor, the system will default this value into the settlement discount field. |
| Change Document Default | A1 | Valid values are Yes or No. Not yet operational. This flag determines if the user may change the default information when used in a PM document. |
| Change By Documents | A1 | Valid values are Yes or No. Not yet in operation. |
| Document Type | A2 | Valid values are: T OTHER Will be used when the information is not on the PM system. C CREDITOR Will be used when the user wants to refer to option (FPMM-2b4} Creditor Contracts/quotes. I IRFQ E ERFQ R ORDER REQ O ORDER OC ORDER COD OP ORDER PRE-PAID G GRV IN INVOICE IR REPEATING INVOICE |
| Quot./Contract Number | A10 | The document number that confirms the above general item creditor information. |
| Line Number | N3 | The line number in the document. Is mandatory when the document is on the PM system. |
| Last Update | DD-MON-YYYY | The date on which the last change was made on this Item Definition. |
| Last User Code | A8 | The User who did the last change. Report {FPMMR2-22}, "Item Detail", will list all the above information. |
|
| Field | Type & Length |
Description |
|---|---|---|
| Part Number | A50 | Enter supplier part number |
| Part Number Extension | A50 | Enter supplier part number extension |
| Item Short Description | A80 | Enter supplier item short description |
| Item Long Description | A80 | Enter supplier item long description |
| lot Size | N10 | Enter the supplier lot size of the item |
| Min Order Quantity | N10 | Enter the supplier minimum order quantity of the item |
| Split Factor | N10 | Enter the supplier slit factor of the item |
| Supplier Item Active | A1 | Is the supplier item active (Yes/No) |
|
The description lines of block 1 General Item Definition are sometimes not enough information for the supplier. Therefore the user may use this block for the additional information. The description lines of block 1 and this information will be concatenated to form the Item Description on a Request or Order document.
The definition of an Item Additional Identification Information requires the following:
| Field | Type & Length |
Description |
|---|---|---|
| Item Code | N8 | The number of the general item as defined in block 1. The description will be displayed. |
| Print Seq. | N2 | Valid values 1 to 99. This field describes the print sequence on the Kind Codes. |
| Sec Seq. | N1 | Valid values 1 to 9. If the 40 characters of the kind identification information are not enough a second line can be created to continue the information of the Kind Code. |
| Type Item | A1 | The program will default a G. It is not updateable. |
| Kind Code | A4 | The kind code as defined in option {FPMC-21}. The description will be displayed. |
| Kind Identification Inf. | A40 | The kind identification information Report {FPMMR2-22}, "Item Detail", will list all the above information. |
|
| Examples | |
|---|---|
| E.g Block 1 Item Code 19 Desc THE OXFORD PAPERBACK DICTIONARY Block 4 |Item Print Sec Type Kind Kind Identification | |Number Seq Seq Item Code Info | |19 1 1 G A7 Joyce M.Harkins | |THE OXFORD PAPERBACK DICTIONA Compiled By | | | |19 2 1 G A6 Third Edition | |THE OXFORD PAPERBACK DICTIONA Edition | | | |19 3 1 G A4 Oxford University Press | |THE OXFORD PAPERBACK DICTIONA Publisher | | | |19 4 1 G A5 1988 | |THE OXFORD PAPERBACK DICTIONA Year | | | |19 5 1 G A3 0-19-282117-2 | |THE OXFORD PAPERBACK DICTIONA ISBN | An Order will create the following description from the above information: | Description THE OXFORD PAPERBACK DICTIONARY. .. Compiled By: Joyce | | M.Harkins. Edition: Third Edition. Publisher: Oxford | | University Press. Year: 1988. ISBN: 0-19-282117-2 | |
| Processing Rules |
|
|---|---|
| No special processing rules |
| Date | System Version | By Whom | Job | Description |
|---|---|---|---|---|
| 29-Jan-2007 | v01.0.0.0 | Charlene van der Schyff | t134632 | New manual format. |
