Maintain General Item Definitions {FPMM-3}

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.

Fields in the option:

Block 1: General Item Definition

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
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 and Request programs 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>.
Order Unit Code	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 are restricted, because changes will result in major miscalculations by the system.
Use in iEnabler Requisition	A1	If set to Yes the item will be available in the iEnabler requisition. If set to No the item will not be available in the iEnabler Requisition.
Refresh iEnabler Quotation	A1	If set to Yes and the user elects to "Refresh Quotations" on a requisition the item unit price will be update for each creditor where the unit price per creditor, as defined on the "Maintain Creditor General Item Definition" block for the item differs from the unit price on the item for as creditor.
Use in iEnabler Budget	A1	If the "General Expense Account" linked to this item is flagged to "Load Items in iEnabler Budget” in the "Maintain Budget Motivation Indicators" {MEBM-3} the item will be available in the iEnabler Budget is set to Yes. If set to No the item will not be available in the iEnabler Budget.
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	(Date)	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	If set to (Y)es, the buyer must add quotations to a request PO item before this item can be ordered even if a creditor with a unit price exists for the item. If (N)o the item unit prices as defined on the "General Item Creditor Definition" block is added to a request PO item.
Number of Quotations	N2	The System Operational Definition, code AB, {FCSM – 1b2}, indicates the required number of quotations which must be linked to a request in general. If the required number for a particular item differs from the set SOD, it must be indicated in this field.
General Expense Account	A8	To make an item available for an account on the "iEnabler Budget Module" the account must be entered in this field.

Example:

Block 2: General Item Creditor Definition

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 must linked 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-2} 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)eneral Itme . 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. 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	(Date)	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.

Example:

Block 3: Supplier Item 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)

Example:

Block 4: Item Additional Identification Information

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.

Example:

Examples
	An Order will create the following description from the above information: 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.
09-Sep-2007	v01.0.0.1	Marchand Hildebrand	t152121	System Owner Changes
11-Feb-2011	v01.0.0.2	Macfarlane Thipe	f172350	Change the word web to iEnabler