Item Master Purchase Entry

Definition of purchase related details for each item is done through this master. It includes whether indent for purchase/labour is required or not, standard rates, standard labour rates, lead time to release its Purchase Order and receive Delivery.

Apart from this, it also contains Unit of Measurements for Purchase purpose as well as SubContracting purpose, their respective Purchase and Internal Conversion Factors and Conversion Limit in percentage. Multiple unit of measurements for Purchase and SubContracting can be maintained while specifying at least one as default .

You can not define a new Item through this master. This master is used to specify purchase related details for already existing items only. New items are created through Item Master Basic Detail - Entry option of Materials Module.

Click for Example

For our Mountain Bicycle, we provide Saddles in two colours, blue and black. The Saddle is basically assembled within the company, but the process of dyeing is done by the third party. Therefore, and uncoloured Saddle needs to be sent to a vendor for subcontracting. In the below screen shot, the Uncoloured Saddle is being configured for labour related details.

A list of already defined Item Master Purchase entries will be displayed as follows-

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Item Purchase settings can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

To 'Add' an Item Purchase setting, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to delete a particular Item Purchase setting. To view details of a particular Item Purchase setting, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Item Master Purchase Entry

Click for Practise Exercise

Similarly, you can configure the Child Items that need to be procured to assemble various parts of the bicycle. But since these are all Bought out items, you should define only purchase related details and there will be no subcontracting details for these. Please take the help of below table while making entries:

Item Code

Top Tube

Head Tube

Down Tube

Seat tube

Seat Stay

Chain Stay

Pedals and Brakes

Spoke

Rim

Hub

Tire

Valve

Suspension Fork

Rear Shock

Seat Post

Field Description of Item Master Purchase Entry

Item:

Denotes the Item for which Purchase Setting are done.

While 'Adding' Purchase settings for an Item for the first time, click on the icon to access a list of Items defined through Item Master Basic Detail - Entry option in Materials Module. Select your desired Item from the list by scrolling down to it and click on 'Continue' button. Press <TAB>.

You can not select an Item that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help will also not display such items.

In case of 'Edit', and 'View', Item of the selected record will be displayed automatically. You can NOT change it.

Item Status:

Automatically displays the Status of the selected Item as Active or De-active for your reference.

Item Type:

Type of the Item comes automatically as per the selected Item Code from Item Master Basic Detail - Entry option in Materials Module. You can NOT change it here.

Internal Unit Of Measurement:

Internal Unit Of Measurement of the Item comes automatically from Item Master Basic Detail - Entry option in Materials Module.

Indent for Purchase Required?

Denotes whether the Item requires an Indent to be raised before generating a Purchase Order for it or not.

This field will automatically be displayed as 'On' or 'Off' depending upon the setting of flag 'Indent Required?' for the selected Item's Class and Sub-Class through Class / Sub-Class Master option of Administrator Tools Module. You can change it here.

If this flag is set as 'On', Purchase Orders for an Item can be raised only against its Indent. If the flag is set as 'Off', Purchase Orders can be raised directly.

Indent for Labour Required?

This field will be displayed only if the selected Item is NOT of 'Bought Out' type. Otherwise this field will be displayed.

In case of 'Add', turn the switch 'On' or 'Off' by clicking on it to specify whether the selected Item requires Labour Indent before raising Labour Purchase Order for it or not.

In case of 'Edit', and 'View', the value of this field will be displayed as per the selected Item Code. You can change it in 'Edit' mode.

Lead Time & Other details

Standard Item Rate:

(Type : Numeric, Length : 9.4)

Enter the Standard rate of Purchase for the Item per unit of measurement in Domestic Currency of the Company. You can change it in 'Edit' mode.

Please note that the Unit of Measurement will be considered as follows -

• in case the selected Item is a non-Dimension Item, its Internal Unit of Measurement will be displayed automatically as entered through Item Master Basic Detail - Entry option of Materials Module.
• in case the selected Item is a Dimension Item, its Density Weight Unit of Measurement will be displayed automatically as entered through Density Master option of Materials Module.

Along with the Unit of Measurement, the system also displays the Domestic Currency of the Company as entered through Company Master option of Administrator Tools Module.

Current Item Rate:

(Type : Numeric, Length : 9.4)

Enter the Current rate of Purchase for the Item. You can change it in 'Edit' mode.

Standard Item Labour Rate:

Please note that this option will remain disabled in case of 'BY' (Bought Out ) type of Items.

(Type : Numeric, Length : 9.4)

Enter the Standard rate of Sub-Contracting for the Item. You can change it in 'Edit' mode.

Current Item Labour Rate:

Please note that this option will remain disabled in case of 'BY' (Bought Out ) type of Items.

(Type : Numeric, Length : 9.4)

Enter the Current rate of Sub-Contracting for the Item. You can change it in 'Edit' mode.

Lead Time Settings (in days) -

Order Release Lead Time (in days):

(Type : Numeric, Length : 4)

Enter the number of lead days required after raising of Indent and before generation of Purchase Order for the selected Item.

Delivery Release Lead Time (in days):

(Type : Numeric, Length : 4)

Enter the number of lead days required after the generation of Purchase Order and before generation of Goods Receipt Note.

While generating a Purchase Order for the selected Item, its Delivery Date is by default automatically calculated by adding the number of days entered in this field to the Purchase Order Date.

Conversion Factor Details

A grid will be displayed as follows -

Please note that while 'Adding', this grid will be displayed as blank.

Whereas in case of 'Edit', and 'View', this grid will be populated with the Conversion details already entered for the selected Item.

Click on the button to add new row in the grid.

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Please note that if the Item Vendor Purchase Setting has been done for this PUOM of the selected Item, than the user can NOT delete the row belonging to that PUOM.

Purchase Unit Of Measurement for:

Click on the field. Select 'Purchase' or 'SubContracting' from the given list to specify whether the Unit of Measurement is for purchasing or for subcontracting.

 

Purchase Unit Of Measurement:

Click on the field to access a list of Unit of Measurements defined through Codes Master Entry (Code Type = 'UM') option in Administrator Tools Module. Select your desired UOM from the list by scrolling down to it and pressing <ENTER>. Press <TAB>.

 

Please note that if the Item Vendor Purchase Setting has been done for this PUOM of the selected Item, than the user can NOT change the PUOM.

 

Purchase Unit Of Measurement Description:

Description of the selected Unit of Measurement will be displayed automatically for your reference.

 

Perfect/Imperfect:

Click on the field. Select either 'Perfect' or 'Imperfect' from the list.

If the Purchase Unit of Measurement entered in the 'Purchase Unit Of Measurement' field is same as the Internal Unit of Measurement of the Item, then it means that the conversion factor is perfect and therefore 'Perfect' is selected in this field by default. You can not change it.

Otherwise select either 'Perfect' or 'Imperfect' from the given popup.

Purchase Conversion Factor:

In case the conversion factor is 'Perfect', 1 will be displayed automatically in this field by default. You can not change it.

In case the conversion factor is 'Imperfect' or in other words, Purchase Unit of Measurement is different from Internal Unit of Measurement than click on the field. Now enter the applicable Conversion Factor.

Internal Conversion Factor:

In case the conversion factor is 'Perfect', 1 will be displayed automatically in this field by default. You can not change it.

In case the conversion factor is 'Imperfect' or in other words, Purchase Unit of Measurement is different from Internal Unit of Measurement than click on the field. Now enter the applicable Conversion Factor.

Conversion Limit %:

In case the conversion is 'Perfect', this field will be disabled.

 

In case the conversion is 'Imperfect', enter the percentage of tolerance up to which the difference in Purchase Unit of Measurement is allowed.

Default:

Specify whether the Conversion factor is a default for the selected Item. There can be only one default Conversion Factor for an Item.

 

Click on the small while box to tick mark it if the Conversion Factor is a default one for the Item. While creating a Purchase Order for this Item, the default Conversion Factor will be displayed initially which if required can be changed by the user.

 

Click again on the box to remove the tick mark if the Conversion Factor is not a default one for the Item.

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard. The control will go back to the list.