Editing item masters

To edit an item master:

1. Select Operations>Item Masters. A list of item masters appears.

   Is the list too long? You can filter the list with the Filter and Contains fields up above. More info... You can also sort the list by any column. More info..

2. Highlight an item master record and select Edit up above. The Edit Item Master screen appears.

   For explanations of the various fields under the different tabs, see Item master field descriptions.

3. To change the item master record, change any of the fields and select OK.

   Fields that are grayed out cannot be changed. For example, some properties of the item master cannot be changed while you have inventory on hand.

4. See more details about:
   • Changing the purchase order cost

     To change the purchase order cost for an item:

     1. Select Operations>Item Masters.
     2. Double-click on an item master in the list, or highlight a row and select Edit up above. The Edit Item Master screen appears.
     3. Select the PO/Receiving tab.
     4. Change the value in the Purchase Cost Receiving Unit field. This is the cost to purchase the Receiving Unit of Measure.

        You can change the Receiving Unit on the Unit of Measure tab.

     5. Select OK.

        When you modify the purchase order cost for a unit, any future purchase orders will reflect the new cost. Existing purchases orders need to be changed manually.

   • Changing the sales order price

     To change the sales order price for an item:

     1. Select Operations>Item Masters.
     2. Double-click on an item master in the list, or highlight a row and select Edit up above. The Edit Item Master screen appears.
     3. Select the Sales/Fulfillment tab.
     4. Change the value in the Sales Price Shipping Unit field. This is the price to sell the Shipping Unit of Measure.

        You can change the Shipping Unit on the Unit of Measure tab.

     5. Select OK.

        When you modify the sales order price for a unit, any future sales orders will reflect the new price. Existing sales orders need to be changed manually.

   • Changing the preferred vendor

     For any item, you can set the preferred vendor you want to order the item from.

     To set the preferred vendor for an item:

     1. Select Operations>Item Masters.
     2. Double-click on an item master in the list, or highlight a row and select Edit up above. The Edit Item Master screen appears.
     3. Select the PO/Receiving tab.
     4. In the Preferred Vendor field, enter the vendor name, or select from the vendor lookup by clicking the button to the right.
     5. If you want to enter a vendor that is not in the system:
        • You can click to the right to add a new vendor record.

        OR

        • If you don't want to add a new vendor record, you can enter the new vendor name directly in the Preferred Vendor field.

          If you enter a new vendor name without adding it to the system, that vendor will not appear in the list of vendors.

     6. Click OK.

     Working with vendors with multiple departments

     If you have a vendor with several departments, for example, a meat, dairy, and vegetable department for Fine Food Inc., you can enter a more descriptive vendor name in the Preferred vendor field. See the following examples:

     

   • Changing the item master group

     To add a group to an existing item master:

     1. Select Operations>Item Masters.
     2. Double-click on an item master in the list, or highlight a row and select Edit up above. The Edit Item Master screen appears.
     3. The drop-down list for Group appears in the top section with general information about the item master. Your groups appear in the drop-down list. Select a Group name from the list.

        The default Group for all item masters is initially All.

     4. Click OK. This saves your change to the Group field on that item master. The Item Masters list screen appears.

     When you edit an Item Master Group name that is being used by items on active purchase orders, sales orders, etc., the old name prevails through the life of that document.

     However, if you copy a document such as a purchase order or sales order, SmartTurn will apply any edits you made to the Item Master Group(s) being used by items on that document to the new copy of the document. Similarly, any edits you make to Group name(s) between creating the purchase order (or sales order) will get updated with the new Group name(s) when you save the receipt (or shipment). SmartTurn will not update documents or lists you have already processed.

     The table below describes what to expect when you edit Item Master Group names. (To learn how to edit the Item Master Group, see Editing an Item Master Group.)

     An Item Master Group is already in use in any of the documents below...	...and then you edit the Item Master Group. Are your edits reflected in the original document?	How do your edits affect dependent documents and reports?
     Purchase Order (Status = Saved, In Progress, Closed, Cancelled)	No	Receipt - when you receive items from the original PO, SmartTurn displays the new Group name(s) on the receipt. Copy of PO - SmartTurn creates the new PO with items that have the new Group name(s).
     Receipt	No	No dependent documents. SmartTurn closes the Receipt, and lets it stand with the old Group name(s).
     Inventory Item	Yes	Inventory Reports - SmartTurn immediately updates all inventory items assigned the edited Group name with the new name, as well as all of the inventory reports that flow from the items currently in inventory.
     Sales Order (Status = Saved)	No...but	If you add items to a saved sales order, SmartTurn adds the items with the new Group name(s), even though the same saved sales order might contain lines with the same item bearing the original Group name.
     Sales Order (Status = Dispatched, In Progress, Closed, Cancelled)	No	Shipment - when you create a shipment from the original SO, SmartTurn displays the new Group name(s) on the shipment. Copy of SO: SmartTurn creates the new SO with items that have the new Group name(s).
     Shipment (Status = Saved)	No...but	If you add items to a saved shipment, SmartTurn adds the items with the new Group name(s), even though the same saved shipment might contain lines with the same item bearing the original Group name.
     Shipment (Status = Closed or Cancelled)	No	No dependent documents. SmartTurn ships the shipment, and lets it stand with the old Group name(s).

   • Setting the item master owner
   • Managing units of measure
5. Under the History tab, you can view a list of changes to the item master, including the user who made the modification and the change date.

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