The profile tab functionalities provides robust tools for efficiently managing an item within an organization's operation. Below we'll review each feature for the user to gain a proper understanding.
Item Header
The item header is displayed when you enter the profile section, and you can make edits to the item as needed. To modify any fields, expand the item header by clicking the (+) icon.
Commodity
Commodity
The item's commodity information will be shown in the header, where you can click on the pen icon to edit it.
Add to Favorites & Image
Add to Favorites
The user can click on the star to add the item to favorites.
Image
The product image can be viewed in collapse view however to edit the image the user must expand the item header. For a step by step process on how to add/delete a product image, refer to the Item Editor Dashboard FAQs.
Item Number & Name
Item Number
Item number is autogenerated based on the commodity selected when the item is created. Note, if the commodity level is changed, the item number will change.
Item Name
A short description of the item name, typically the default barcode description if a barcode label is not utilized. This field allows a maximum of 200 characters.
The item name can be edited when the view is expanded.
Status & View Mode
Status
Item status can be changed by clicking on the status. The user can select between active status, inactive status and deleted status.
- Trying to set an item to a deleted status while it's being used elsewhere in the system will trigger an error message: (Cannot update item status because it's currently being used elsewhere in the system) along with a list of the Inventory department's usage.
View Mode
The item header will display in collapsed view, and you can expand it by selecting the (+) icon.
Specification & Unit Breakdown
Specifications
The pack size of the item. Specifications for the item can be added or edited when the view is expanded. This field allows a maximum of 50 characters.
Unit Breakdown
The unit breakdown reflects the information entered in the unit setup.
Misc. Use & Ref #
Misc. Use
Allow miscellaneous use can be toggled to yes (√) or no (x) in expanded view.
Ref #
This field is used to enter the previous system item number. The reference number can be modified when the view is expanded. This field allows a maximum of 50 characters.
Description
Description
A description of the item name as purchased from the supplier. This field allows a maximum of 200 characters.
The description is visible only when the item header is expanded. Users can also add or edit the description in expanded view. Grab and drag the right bottom corner to enlarge the description box if all the information isn't currently displayed.
New | Copy | Undo | Save
New Item
The “new item” function is used for the user to create a new product.
Process for Creating a New Item in the Profile Section
- Click the New Item to create a product.
- Fill in the required fields including commodity, name & base unit. (Highlighted in Red)
- After creating the product, the item management dashboard will update with the new item, where a pop-up notification confirms that "the product has been successfully created." From there, users can add any additional information they deem necessary for the item.
Copy
The "copy item" function allows users to duplicate an existing item to create a new one. Be sure to adjust fields like item name, description, details, and status before you select copy. The popup also provides an advanced option dropdown to duplicate additional fields including retail, inventory and order guides.
Note: UPC numbers and product images will not be copied; users will need to update those fields manually.
Undo
The "undo" feature enables users to reverse the most recent changes if necessary. By selecting "undo," the system will revert to the previous state, updating accordingly.
Note: If the user saves the changes, selecting "undo" afterward will NOT revert the changes.
Save
The "save" feature allows the user to save current edits made. After selecting save once you are done adding additional information, a pop-up notification confirms that “the product successfully updated”.
Note: When there are no changes, the save button appears disabled and darkened. Once content is modified, the button becomes enabled and turns red, signaling pending changes that need to be saved.
Item Details
Item Details
The Item Details are optional to enter however the user has the ability to provide additional information pertaining to the product. The following fields are displayed in the Item Details:
Item Details: Additional information relevant to the supplier, but not to system users, which will be displayed on the PO PDF. This field allows a maximum of 1000 characters.
Barcode Label: This field is for a hyper-abbreviated description used for labeling, with a maximum limit of 50 characters. If left blank, the system will generate a short label, or users can enter a custom description.
Expense & Sub Account: The Account that the Item is charged to for non-Inventory Department purchases. The expense account field allows a maximum of 10 characters and the sub account 20 characters.
Inventory & Sub Account: The Account that the Item is charged to for Inventory Department purchases. The inventory account field allows a maximum of 10 characters and the sub account 20 characters.
Prime Supplier: The designated supplier for the item, unless specified otherwise.
- If a Prime Supplier is not available in the dropdown, they can be added in SAMMS under Administration → Procurement → Suppliers.
Buyer: Choose a buyer from the dropdown menu. This selection does not restrict other buyers from ordering the item.
- If a buyer is not available in the dropdown, they can be added in SAMMS under Administration → Procurement → Buyers.
Terms: Select a term from the dropdown menu if applicable to the item. This term will automatically be applied to all procurement transactions.
- If a Term is not available in the dropdown, they can be added in SAMMS under Administration → Procurement → Terms.
Unit Setup
Unit Setup
The Unit Setup displays the largest unit, known as the base unit, when creating an item. Users can select this unit, assign a Base UPC (up to 20 characters), and view the associated item number. The unit of measurement details provided in the setup will appear in the unit breakdown field of the item header. Additionally, users can add an alternative unit for the item, adjust the quantity, or enable catch weight by setting it to "yes."
Unit Setup - UPCs
Users can add UPCs to units, but to view those UPCs in the UPC scoreboard under the Point of Sale tab, they must first assign a SKU to the unit linked to the UPC. This ensures proper association of the UPC with a specific SKU for accurate tracking and visibility.
- Unit Setup includes UPC for unit EACH.
- In the Point of Sale tab, the SKUs scoreboard shows 0 SKUs set up for the item, and the UPC scoreboard also displays 0. Even though the UPC is set up on the unit, the lack of a matching SKU prevents it from showing on the UPC scoreboard.
- Add a new SKU for the Item. For more information on adding a SKU in the Point of Sale tab, see the link.
- Click the Add New SKU.
- Fill in the required fields: POS Systems & Unit. (Highlighted in Red)
- Select SAVE.
- Once the process is completed, the user will receive a completion notification stating “The Item SKU has been created”
- Once the SKU is added, the UPC scoreboard will automatically update to show 1 UPC for the Each Unit.
Variances in Use
Variances in Use
The Variances in Use feature empowers users to set controls on item discrepancies for invoicing and receiving. Ensure to toggle the field to "yes" to apply the specified percentage or dollar amount variance.
Upper Price, Lower Price, Upper Quantity and Lower Quantity are associated with invoicing.
Upper Receiving and Lower Receiving are associated with receiving.
Default Unit Usage
Default Unit Usage
The Default Unit Usage displays the order unit, pricing unit, and outlet carry unit associated with the procurement of the item.
