Product File

Use the Product File command to maintain records of the products you buy from your suppliers that you want to include on purchase order documents. The product file records comprise a sub-set of the details available for stock records in the Stock module. If you do have the Stock module, your product records are defined using the Stock form in the Stock module, and the Product File command is unavailable.

Product items are maintained in Purchase Order Processing only if you do not use the Stock Control application. The Maintenance menu is not displayed if Stock Control is used - in this situation stock items are managed in that application. You also have the additional benefit of being able to maintain and report on stock levels and have control over multiple warehouses.

The P.Orders - Maintenance - Product File form provides the means to record descriptions, prices and analysis information that will enable you to raise purchase order documents efficiently. Product Profiles and Product Categories can also be maintained in Purchase Order Processing and linked to each product item.

Prerequisites

Some prerequisites are optional, but if you want to complete the corresponding boxes on the forms associated with the Processing command, you must first create the record(s) on which your selections will be based. For some records, defaults can be defined in other modules.

Box	Prerequisite
Sales Code	At least one sales code record must be created using the Sales Codes command in the Sales module before you can identify a default sales code for the product.
Supply Code	At least one supply code record must be created using the Supply Codes command in the Purchase module before you can identify a default supply code for the product.
Category	At least one category record must be created using the Categories command in the Purchase Orders module before you can assign a category to the product.
Profile	At least one profile record must be created using the Profiles command in the Purchase Orders module before you can assign a profile to the product.

Box

Prerequisite

Sales Code

At least one sales code record must be created using the Sales Codes command in the Sales module before you can identify a default sales code for the product.

Supply Code

At least one supply code record must be created using the Supply Codes command in the Purchase module before you can identify a default supply code for the product.

Category

At least one category record must be created using the Categories command in the Purchase Orders module before you can assign a category to the product.

Profile

At least one profile record must be created using the Profiles command in the Purchase Orders module before you can assign a profile to the product.

Model Products and Defaults

You can use existing products as templates when you create new records. When you create a new record, the Options list on the Add New Product dialog box provides two options

Provided you have created at least one other product record, you can use the Create Stock Using an existing Stock Item as a Model option to determine default entries for most of the boxes on the Product form. These defaults can be overridden to customize the record before saving.

Product References

A unique reference or number in the Product Ref. box identifies each product record. In addition to this main product ID, two search references are supplied. The search references can be used as an alternative means of locating a product record elsewhere in the system.

Description

In addition to a short 40-character description for the item, you can use the Extended Description tab to maintain a more comprehensive description. The extended description does not have to be associated with a product so it can be used as a text paragraph on any document. When you retrieve the product on documents, the standard description appears as the first line followed by the extended description. If using the extended description, you must take into account stationery designs used for documents to ensure the layout will enable you to print from a practical point of view.

Pricing and Discounting

Each product record includes a normal cost and selling price. The cost price can be used in conjunction with the selling price to calculate markups.

Product Entries

Box	Description
Product Ref.	A unique reference to identify the product using up to 16 characters.
Description	The standard description of the product using up to 40 characters. This is used to identify the product on reports and enquiries and it appears as the first line of description on documents such as purchase orders. When processing orders for the item, you can alter or override this description.
Extended Description	An additional description.
Search Ref. 1 and 2	Two additional references, each using up to 16 characters. These are alternative identities to the main code which you can use to find an item by a code other than by the product reference. They are useful where you have long, complex references but where you want to search on a text alternative. These references are used for searching purposes only — reports and analyses are based on the content of the Product Ref. box.
Sales Code	A reference that identifies the default sales analysis code for this item. If you have the Sales module activated, you can select from a list. Sales codes are defined using the Sales Codes command on the Maintenance menu in the Sales module. The code is used within the Sales module to analyse sales of the item. If you leave this code blank, the application assumes the product to be a description-only item and it ignores all subsequent boxes.
Supply Code	A reference that identifies the default supply code for this item. If you have the Purchase module activated, you can select from a list. Supply codes are defined using the Supply Codes command on the Maintenance menu in the Purchase module. The code is used within the Purchase module to analyse purchases of the item.
VAT	A reference that identifies the rate of VAT associated with the sales or supplier code. You cannot amend this.
Analysis	An option that determines whether you can override the analysis code in document processing. You can select Override or Fixed from a list.
Category	A reference that determines the category to which the product is assigned. You can select from a list. The category is an analysis mechanism and category records are defined using the Categories command on the Maintenance menu in the Purchase Orders module. If one or more category records exist, you must select a category.
Profile	A reference that determines the profile to which the product is assigned. You can select from a list. The profile determines the processing characteristics of the product and profile records are defined using the Profiles command on the Maintenance menu in the Purchase Orders module. You must select a profile otherwise all items will be 'description only'.
Sell Price	The standard selling price. For items that are factored or sold in fractions, enter the price per factored quantity. For example, lemonade might come in crates of twelve bottles. Enter the selling price per crate. Provided the Allow Split Pack option is selected on the profile associated with the item, you may sell less than a whole crate, in which case the system calculates the price by dividing the crate price by twelve and multiplying by the number of bottles sold. This is the price charged to all customers (less any relevant discounts) unless they are subject to a special price from within a price list, or warehouse if you have this feature. Selling prices are entered to the number of decimal places set on the profile. However, if you have the Mutli-currency module installed and are using foreign currency customers or suppliers, the number of decimals depends on the setting of the Use Calculated Foreign Price Unit Decimals option on the System Preferences form in the System module. If selected, the application automatically calculates the number of decimal places to use for sell and cost prices where foreign currencies are involved using the setting in the product profile. Without the option selected, these are based on the decimal places held for the currency on the Exchange Rates form for foreign customers or suppliers and from the Product Profile form for home currency customers. By selecting this option, both foreign and home customer and supplier postings allow for the same degree of accuracy in decimal precision.
Cost	The cost price of this item. This cost price is used to provide a default for the purchase order documents. Prices are entered to the number of decimal places set on the profile. However, if you have the Multi-currency module installed and are using foreign currency customers or suppliers, the number of decimals depends on the setting of the Use Calculated Foreign Price Unit Decimals option on the System Preferences form in the System module. If selected, the application automatically calculates the number of decimal places to use for sell and cost prices where foreign currencies are involved using the setting in the product profile. Without the option selected, these are based on the decimal places held for the currency on the Exchange Rates form for foreign customers or suppliers and from the Product Profile form for home currency customers and suppliers. By selecting this option, both foreign and home customer and supplier postings allow for the same degree of accuracy in decimal precision. If set to two decimal places, product cost prices can be entered using up to three decimal places, but will be rounded to two.
Sale Price	A sale or special offer price for the item. This price is applied to the product during the period defined by the range of dates you enter in the Start Date and Finish Date boxes alongside. During that period, the sale price overrides the standard selling price.
Next Price	The next selling price. This will replace standard selling price from the date specified in the Start Date box alongside, so you can determine price changes in advance. When you use the Reorganise command in the Purchase Orders module after this next price takes effect, the standard selling price is replaced by this next price, while the next price is zeroed.
Line Discount	An option that determines whether the default for line discount is presented for this product when it is included on orders, invoices and so on. If this option is cleared, no default line discount will be provided, but one can be entered manually. In any case, any default value for line can be changed. If the product exists on a special price table in SOP or Invoicing, then this option setting can be overridden by the Line option on the Special Prices Details form.
Overall Discount	An option that determines whether the value for this product is included in the total for calculating overall discount, if the product is included on orders, invoices and so on. If the product exists on a special price table in SOP or Invoicing, then this option setting can be overridden by the Overall option on the Special Prices Details form.
Settlement Discount	An option that determines whether the value for this product is included in the total for calculating settlement discount, if the product is included on orders, invoices and so on. If the product exists on a special price table in SOP or Invoicing, then this option setting can be overridden by the Settlement option on the Special Prices Details form.
Discount Group	A reference that identifies the discount group to which the item belongs. You can use this to apply customer group discounting.
Unit Weight	The weight of the product in the form that it is sold (item, pack).
Unit Volume	The volume of the product in the form that it is sold (item, pack).
Dormant	An option that determines whether the product is in use. For products you no longer supply or are otherwise disused, you can mark them as 'dormant'. The product record details remain, but the item cannot be transacted and is excluded from most other processes and reports. For example, 'dormant' items cannot be added to price lists, or supplier-product associations. You can also prevent 'dormant' products from being shown in product searches by clearing the Include Dormant Items option on the Search form displayed when you use the Search for records matching criteria toolbar button. Certain conditions preclude an item being marked as 'dormant'. For example, the product must not be included within sales order documents, pro forma invoices, quotations or model purchase orders. If necessary, you will need to remove the item from any such records before you are permitted to select the Dormant option. If you want to reinstate a disused product, simply clear the Dormant option on the Options form.
Allow to be Ordered on S/Order	An option that determines whether the product can be included on a sales order. If this option is cleared, the product is effectively on hold until you subsequently release the item by reselecting the option.
Allow to be Ordered on P/Order	An option that determines whether the product can be included on a purchase order. If this option is cleared, the product is effectively on hold until you subsequently release the item by reselecting the option.
Reverse Charge	An option that determines whether the product is a certain high value item that, assuming a transaction for a VAT registered domestic customer or supplier is above a certain value, must be accounted for VAT using Reverse Charge Accounting. Once the option is selected, you cannot clear it if the item is used on an existing transaction. What's Reverse Charge Accounting?

Box

Description

Product Ref.

A unique reference to identify the product using up to 16 characters.

Description

The standard description of the product using up to 40 characters. This is used to identify the product on reports and enquiries and it appears as the first line of description on documents such as purchase orders. When processing orders for the item, you can alter or override this description.

Extended Description

An additional description.

Search Ref. 1 and 2

Two additional references, each using up to 16 characters. These are alternative identities to the main code which you can use to find an item by a code other than by the product reference. They are useful where you have long, complex references but where you want to search on a text alternative. These references are used for searching purposes only — reports and analyses are based on the content of the Product Ref. box.

Sales Code

A reference that identifies the default sales analysis code for this item. If you have the Sales module activated, you can select from a list. Sales codes are defined using the Sales Codes command on the Maintenance menu in the Sales module. The code is used within the Sales module to analyse sales of the item. If you leave this code blank, the application assumes the product to be a description-only item and it ignores all subsequent boxes.

Supply Code

A reference that identifies the default supply code for this item. If you have the Purchase module activated, you can select from a list. Supply codes are defined using the Supply Codes command on the Maintenance menu in the Purchase module. The code is used within the Purchase module to analyse purchases of the item.

VAT

A reference that identifies the rate of VAT associated with the sales or supplier code. You cannot amend this.

Analysis

An option that determines whether you can override the analysis code in document processing. You can select Override or Fixed from a list.

Category

A reference that determines the category to which the product is assigned. You can select from a list. The category is an analysis mechanism and category records are defined using the Categories command on the Maintenance menu in the Purchase Orders module. If one or more category records exist, you must select a category.

Profile

A reference that determines the profile to which the product is assigned. You can select from a list. The profile determines the processing characteristics of the product and profile records are defined using the Profiles command on the Maintenance menu in the Purchase Orders module. You must select a profile otherwise all items will be 'description only'.

Sell Price

The standard selling price. For items that are factored or sold in fractions, enter the price per factored quantity. For example, lemonade might come in crates of twelve bottles. Enter the selling price per crate. Provided the Allow Split Pack option is selected on the profile associated with the item, you may sell less than a whole crate, in which case the system calculates the price by dividing the crate price by twelve and multiplying by the number of bottles sold. This is the price charged to all customers (less any relevant discounts) unless they are subject to a special price from within a price list, or warehouse if you have this feature.

Selling prices are entered to the number of decimal places set on the profile. However, if you have the Mutli-currency module installed and are using foreign currency customers or suppliers, the number of decimals depends on the setting of the Use Calculated Foreign Price Unit Decimals option on the System Preferences form in the System module. If selected, the application automatically calculates the number of decimal places to use for sell and cost prices where foreign currencies are involved using the setting in the product profile. Without the option selected, these are based on the decimal places held for the currency on the Exchange Rates form for foreign customers or suppliers and from the Product Profile form for home currency customers. By selecting this option, both foreign and home customer and supplier postings allow for the same degree of accuracy in decimal precision.

Cost

The cost price of this item. This cost price is used to provide a default for the purchase order documents. Prices are entered to the number of decimal places set on the profile. However, if you have the Multi-currency module installed and are using foreign currency customers or suppliers, the number of decimals depends on the setting of the Use Calculated Foreign Price Unit Decimals option on the System Preferences form in the System module. If selected, the application automatically calculates the number of decimal places to use for sell and cost prices where foreign currencies are involved using the setting in the product profile. Without the option selected, these are based on the decimal places held for the currency on the Exchange Rates form for foreign customers or suppliers and from the Product Profile form for home currency customers and suppliers. By selecting this option, both foreign and home customer and supplier postings allow for the same degree of accuracy in decimal precision. If set to two decimal places, product cost prices can be entered using up to three decimal places, but will be rounded to two.

Sale Price

A sale or special offer price for the item. This price is applied to the product during the period defined by the range of dates you enter in the Start Date and Finish Date boxes alongside. During that period, the sale price overrides the standard selling price.

Next Price

The next selling price. This will replace standard selling price from the date specified in the Start Date box alongside, so you can determine price changes in advance. When you use the Reorganise command in the Purchase Orders module after this next price takes effect, the standard selling price is replaced by this next price, while the next price is zeroed.

Line Discount

An option that determines whether the default for line discount is presented for this product when it is included on orders, invoices and so on. If this option is cleared, no default line discount will be provided, but one can be entered manually. In any case, any default value for line can be changed. If the product exists on a special price table in SOP or Invoicing, then this option setting can be overridden by the Line option on the Special Prices Details form.

Overall Discount

An option that determines whether the value for this product is included in the total for calculating overall discount, if the product is included on orders, invoices and so on. If the product exists on a special price table in SOP or Invoicing, then this option setting can be overridden by the Overall option on the Special Prices Details form.

Settlement Discount

An option that determines whether the value for this product is included in the total for calculating settlement discount, if the product is included on orders, invoices and so on. If the product exists on a special price table in SOP or Invoicing, then this option setting can be overridden by the Settlement option on the Special Prices Details form.

Discount Group

A reference that identifies the discount group to which the item belongs. You can use this to apply customer group discounting.

Unit Weight

The weight of the product in the form that it is sold (item, pack).

Unit Volume

The volume of the product in the form that it is sold (item, pack).

Dormant

An option that determines whether the product is in use. For products you no longer supply or are otherwise disused, you can mark them as 'dormant'. The product record details remain, but the item cannot be transacted and is excluded from most other processes and reports. For example, 'dormant' items cannot be added to price lists, or supplier-product associations. You can also prevent 'dormant' products from being shown in product searches by clearing the Include Dormant Items option on the Search form displayed when you use the Search for records matching criteria toolbar button.

Certain conditions preclude an item being marked as 'dormant'. For example, the product must not be included within sales order documents, pro forma invoices, quotations or model purchase orders. If necessary, you will need to remove the item from any such records before you are permitted to select the Dormant option.

If you want to reinstate a disused product, simply clear the Dormant option on the Options form.

Allow to be Ordered on S/Order

An option that determines whether the product can be included on a sales order. If this option is cleared, the product is effectively on hold until you subsequently release the item by reselecting the option.

Allow to be Ordered on P/Order

An option that determines whether the product can be included on a purchase order. If this option is cleared, the product is effectively on hold until you subsequently release the item by reselecting the option.

Reverse Charge

An option that determines whether the product is a certain high value item that, assuming a transaction for a VAT registered domestic customer or supplier is above a certain value, must be accounted for VAT using Reverse Charge Accounting. Once the option is selected, you cannot clear it if the item is used on an existing transaction. What's Reverse Charge Accounting?