1.1. Go to “Administration” on the menu bar, then select “Items”and then “Item Maintenance”

1.2 On the View Items page → Document Toolbar →Click “New”

2.1. To create a new item, start by filling out the general tab for the product details. 

2.2. Commodity: This is the four-character classification to assign to an Item. Depending on customer, the Commodity/Item level may be a mixture of alpha numeric characters or all numeric. The Item being created will inherit any default settings that have been assigned at the Commodity level, such as Expense Account, Inventory Account, Terms, Prime Buyer and/or Prime Supplier. Key in the Commodity or use the Search Icon to find a Commodity to assign the Item.

2.3. Item Type: A pre-populated field based on the Commodity selected. This allows Items to be grouped for easy Reporting.

2.4. Item Number: System generated number based on the Commodity selected. Please note, if the Commodity Level is changed, the Item Number will change.

2.5 Reference Item: This is a free form field that can be used to house the prior system’s Item Number. If left blank, this field will default to the Item Number. Users will have the ability to search by this Reference Item in various areas of the system. This field has a limit of 50 characters.

2.6. Primary Description: The main description of the Item. This description is what will be displayed on documents. This field has a limit of 200 characters.

2.7. Base Unit: Classified as the largest Unit of Measure for an Item. This is typically the main Purchase Unit for the Item.

2.8. Base Unit UPC: This is used for the barcode of the Base Unit. If left blank, this field will default to the Item Number.

2.9. Reset All Units to Base Unit: This button is only able to be used if the Item is not currently on any Documents, Bids, Order Guides, and/or in Inventory. The button allows the User to reset all the Alternate Units of Measure to the Base Unit.

2.10. Item Specification: Pack size of the Item. This field is shown on every page, Document, and Report with the Description of the Item.

2.11. Expense Account & Sub Account: The Account that the Item is charged to for non-Inventory Department purchases.

2.12. UNSPSC Code: United Nations Standard Products and Services Code. This standard coding enables Buyers and Suppliers to describe goods and services in a common way.  

2.13. Inventory Account & Sub Account:The Account that the Item is charged to for Inventory Department purchases.

2.14. Short Description: The Short Description is what Users will see when looking up the Item in the System. If left blank, this field will default to the Primary Description. It should always match the Primary Description for best practice.

2.15. Detailed Description: This field is used to further describe the Item beyond thePrimary Description. Usually used for manufacturing codes or approved substitution Items. This field has a max of 1,000 characters and will show on the PDF Documents.

2.16. Retail Price: This field will only show when a Retail Commodity is selected. This is where the Price of the Item can be added for the Retail Interface.

2.17. Retail Cost: This field will only show when a Retail Commodity is selected. This is where the Cost of the Item can be added for the Retail Interface.

2.18. Color: This field will only show when a Retail Commodity is selected. This is where the Color of the Item can be added for the Retail Interface. The Color has to be created in the System before adding to the Item. Key in the Code or use the Search Icon to find the Code.

2.19. Size: This field will only show when a Retail Commodity is selected. This is where the Size of the Item can be added for the Retail Interface. The Size has to be created in the System before adding to the Item. Key in the Code or use the Search Icon to find the Code.

2.20. Style: this field will only show when a Retail Commodity is selected. This is where the Style of the Item can be added for the Retail Interface. The Style has to be created in the System before adding to the Item. Key in the Code or use the Search Icon to find the Code.

2.21. Manufacturer: This field will only show when a Retail Commodity is selected. This is where the Manufacturer of the Item can be added for the Retail Interface. The Manufacturer has to be created in the System before adding to the Item. Key in the Code or use the Search Icon to find theCode.

2.22. PLU#: This field will only show when a Retail Commodity is selected. This is where the PLU # of the Item can be added for the Retail Interface.

2.23. Buyer: A Buyer can be assigned to an Item in order to group Items and facilitate the selection of Items to Purchase Orders when the Buyer uses the Quick Procurement page. This does not limit other Buyers from ordering this Item. Key in the Buyer Code or use the Search Icon to find the Buyer to assign to the Item.

2.24. Prime Supplier: This is the Supplier that will always be assigned to the Item unless overridden. If left blank the Item will follow the Order of Price Retrieval assigned to the Property. Key in the Supplier Code or use the Search Icon to find the Supplier to assign to the Item.

2.25. Status: The status of the Item in the System.

  2.25.1. Active: The Item can be Purchased from a Supplier, can be added to Inventories, & can be Transferred.

  2.25.2. Inactive: The Item can be Transferred but can no longer be added to Inventory or Purchased from a Supplier.

  2.25.3. Deleted: The Item can no longer be used in the System. It will still show up in Reports. Remember to remove the Item from Documents, Bids, Order Guides,Inventory, & Recipes.

2.26. Compliance Status: Used to track Energy Efficiency. User is given the options of Unspecified, Complaint, andNon-Compliant.

2.27. Terms: A specific Terms Code that will be automatically applied on all Procurement Transactions. (Ex: Sales Tax) Key in theTerm Code or use the Search Icon to find the Term to assign to the Item.

2.28. Nutritional Information: USDA database lookup for nutritional information. This will flow to any Recipes theItem is used in. A Nutritional Code must be created before assigning to the Item. Key in the Nutritional Code or use the Search Icon to find the Code to assign to the Item.

2.29. Miscellaneous: If checked, this allows Users to changethe Item Description on Procurement Documents.

2.30. Consignment: If checked, the Item will be marked for Consignment (Property does not have ownership to the Item unit the Item is sold). This does not change how the item functions throughout the system but is used in Reporting.

2.31. Common Item: If checked, the Item will be marked for Common Item (frequently used Item). This does not change how the item functions throughout the system but is used in Reporting.

2.32. Bar Code: Is used with a POS Interface for Food and Beverage. Keying in the Barcode and clicking 
the “New” button next to the field will add the Barcode.

2.33. Asset Type: Is used with an Asset Management interface. Option of Rotating & Non-Rotating.

2.34. Asset Consumable: Is used with an Asset Management interface. Check if Item is an Asset Consumable.

2.35. Spare Part: Is used with an AssetManagement interface. Check if Item is a Spare Part.

2.36. Tool: Is used with an Asset Management interface. Check if Item is a Tool.

2.37. Fixed Asset: Is used with an Asset Management interface. Check if Item is a Fixed Asset. 

2.38. Current Bar Codes: This will show all the Barcodes that were added for the POS Interface for Food and Beverage. To remove a Barcode, click on the Barcode that needs to be removed and click the “Delete” button next to the field.

2.39. Click “New”

3.1. Alternate Units are used to break down the Item to the smallest logical unit. This unit break down is important for catchweight Items, Inventory Items as well as Recipes. To add Alternate units to an Item, click on the “Units” tab.

3.2. The System offers up to 5 Alternate Units per Item. Use the drop downs to select the Alternate Units to breakdown the Item to the smallest logical unit. Once complete, make sure all unused Alternate Units are set to the smallest logical unit. (Note: The System does have a Unit Conversions table to handle standard conversions such as LB to OZ or GAL to FLOZ so these breakdowns do not have to be done on individual Items.)

3.3. Use the Conversion Factor fields to tell the system how many quantities are in each Alternate Unit. If the Alternate Unit is the same as the one above it, use a 1. (Example: LB to LB is 1) If you are unsure if the break down makes sense, hit the “Update” button to save your work and read the text next to the Conversion Factor field. This will tell how the breakdown will look.

3.4.  The “Vary” check box is used for Items that need validation on the quantities. Usually used for Items that are average quantities or the Pricing Unit is different from the Order Unit. The “Vary” box should only be checked once per Item.

3.5. “Unit UPC” is where the User would enter a known UPC for this Item that is specific to this Unit of Measure. This can be used in scanning Inventories and Retail POS.

3.6.  Order Unit: The unit in which the Item is Purchased by

3.7. Pricing Unit: The unit in which the Suppliers price the Item by.

3.8.  Carry Unit: The unit in which the Item is Received by.

3.9. Default Inventory Unit: This is the default unit for Outlet Inventories. Options of Base Unit, Order Unit, Pricing Unit, Receiving Unit, & 1st Alternate Unit.

3.10.    Click “Update”

4.1. Click on the “Supplier’s” tab to add Supplier References. Supplier References are the Supplier’s Item Number for this product. Each Supplier that supplies this Item can have its own Item Number added. This is mandatory if the Item is being used for EDI. Supplier References will also be printed on POs and Delivery Sheets.

4.2. To add a Supplier key in the Supplier’s Code or use the Search icon to select the Code in the “Supplier” field

4.3. Key in the Supplier’s Item Number in the “SupplierItem #” field

4.4. Click “Add Reference”

4.5.  If a Supplier Reference Number needs to be changed, delete the existing record, and follow steps

   4.2 – 4.4 To add in the corrected Supplier Item #. To delete the existing record checkmark the Supplier Reference that needs to be deleted, then click “Delete Reference”.

5.1. Variances

5.1.1. Variances allow control over the Item when being Received and/or Invoiced. If the Item has Variances attached to it and the Receiver goes over/under the quantity listed or the Invoice goes over/under the quantity/price listed, it will stop the User from continuing the document. Click on the “Variance” tab to add Variances to the Item.

5.1.2. Use the Variance page to fill out what is required of this Item. Using the fields tell the System if the Item will be using percentage or dollar amounts to check against. The upper portion is for Invoicing (Lower Price, Upper Price, Lower Quantity, & Upper Quantity). The lower portion is for Receiving (Lower Receiving & Upper Receiving). The Receiving portion is only based on quantity since pricing can not be changed on a Receiver.

  5.1.2.1. If using any of the fields, check mark the box next to that field.

5.1.3. Click “Update”

5.2. Attachments

5.2.1. Click on the “Attachment” tab to add any attachments to the Item. Any Attachments added to an Item can only be viewed with in the Item Maintenance page.

5.2.2. To add any Attachments to the Items, under the designated field, select the Image from the

computer using the “ChooseFile” button.

5.2.3. Find & double click on the Image. Then click “Add”

5.2.4. Click “Update”

Property Associations

6.1. Property Association: Is used for customers who have multiple Properties utilizing the Global Item Master. Property Association allows Items to be designated to a certain Property/or Properties.

6.1.1. To add PropertyAssociations, click “Property Association”.

6.1.2. Check mark the Properties that will use this Item

6.1.3. Click “Complete” to save the Properties.

Item Overrides

6.2. Item Overrides: Is used along with Property Association and allows for each Property that uses the Item to have their own Prime Supplier, Buyer, Terms, Accounts and/or Units set up for the Item. If no Item Overrides are set up for a Property, these fields will default to what is setup on the Item.

6.2.1. Click “Item Overrides”

6.2.2. Checkmark the Property or Properties that will use the new fields.

6.2.3. Key in any of the fields that will be overridden from the information on the main Item Detail

6.2.4. Click “New”

6.2.5. All Overrides that are created will be listed on the left hand side of the Item Overrides screen.

6.2.6. To edit any Overrides already created, when in the Item Override pop-up, click on the Override listed on the left that needs to be edited.

6.2.7. The information that was added to the Override will be come up. Change the information as needed. Then click “Update”.

Refreshed Order Guides

7.1. Refreshing Order Guides: Clicking on “Refresh Order Guide”along the top will updated all Order Guides that the Item is attached to with the any updates made to the Item

7.1.1. A pop-up will appear doublechecking the decision to refresh the Order Guides.Click “Ok”.

Item References

7.2. Item References: Shows where the Item is being used in the System and what Unit is being used. Can be Product Inventory, Bid Sheets, Order Guides and Documents. It will not show if the Item is being used in a Recipe. The report can be displayed in Expanded view, select the (+) when applicable to expand.

Simple Search

8.1. Using the “Simple Search” page allows you to use simple fields to search for an Item. “Simple Search” is the default when first navigating to the Item Maintenance page but can be easily toggled to and from “Advanced Search” in the top right corner.

8.1.1. Search: Is used to search by an Item Number orDescription.

8.1.2. “All of these words” check box: allows a User to search for items that only contain all of the words entered in“Search”. If this box is left unchecked and the User uses multiple words, it will list all the Items that have at least one of the words in the description. (Example: A search for Tri Tip without “Allof these words” checked will yield a result of any Items with the word Tri and any item with the word Tip, however if “All of these words”is checked the search will only yield a result of anyItems that have both Tri and Tip in the description.)

8.1.3. Item Level: Allowsa User to search for all Item in a certain Commodity Level. Key in the Commodity or use the “Search” icon to select a Commodity Code.

8.1.4. Status: Filters Items based off the Status of an Item (Active,Inactive Deleted)

Advanced Search

8.2.  “Advanced Search” allows a User to search by more specific fields. To access “Advanced Search” from “Simple Search”, click on “Advanced Search” in the top right of the page.

8.2.1. Item #: Is the field to search by the Item Number. The drop-down box allows for a way to search for the Item with the options of Starts with, Contains, & Equals.

8.2.2. Reference #: Is the field to search by the ReferenceNumber. The drop-down box allows for a way to search for the Item with the options of Starts with, Contains, & Equals.

8.2.3. Item Spec: Is the field to search for an Item by the Items Specification. The drop-down box allows for a way to search for theItem with the options of Starts with, Contains, & Equals.

8.2.4. Expense Account: Is the field to use to search for Items that have a certain Expense Account and/or its Sub Account.

8.2.5. Description: Is the field to use to search for an Item by its Description.

8.2.6. “All of these words” check box: allows a User to search for items that only contain all of the words entered in “Search”. If this box is left unchecked and the User uses multiple words, it will list all the Items that have at least one of the words in the description. (Example: A search for Tri Tip without “All of these words” checked will yield a result of any Items with the word Tri and any item with the word Tip, however if “All of these words” is checked the search will only yield a result of any Items that have both Tri and Tip in the description.)

8.2.7. Item Level: Allows a User to search for all Item in a certain Commodity Level. Key in the Commodity or use the Search icon to select a Commodity Code.

8.2.8. Status: Filters Items based off the Status of an Item (Active, Inactive, Deleted).

8.2.9. Property: Filters Items based on Property Associations

8.2.10. Supplier #: Allows a user to search by a Supplier Reference number.The drop-down box allows for a way to search for the Item with the options of Starts with, Contains, & Equals.

8.2.11. Inventory: Allows a User to search for Items that are in a certain Inventory Department. Key in the Inventory Department or use the Search icon to select the Inventory Department.

8.2.12. Inventory Drop-Down: Filters items based on if they are or are not Inventory. The drop-down box has the option of Blank, Yes, and No.If left blank, all items will be shown.

Show Bids

8.3. “Show Bids” allows the User to see active Bids and Last Purchase information. Checkmark an Item and click “ShowBids”. 

8.3.1. Bid Overview will pop-up for review

Price Detail Report

8.4. “Price Detail Report” allows the user to run a BId Overview Report. Checkmark an Item and click “Price Detail Report”

8.4.1. Another page will pop-up with the Bid Overview Report.

8.5. Another page will pop-up with the Bid Overview Report. “Show Inventory” allows the user to view what Inventory the Item is in as well as some information on the items details in that inventory. Checkmark an Item and click “Show Inventory”.

8.5.1. Inventory Overview will pop-up for review

Property Association

8.6. “Property Association” allows the User to view and assign an Item to a Property or Properties. Checkmark an Item and click “Property Association”.

8.6.1. The Property Association screen will pop-up for review. If a User has access, they can also add/remove Property Associations from this screen.