Entering an item from a purchase (material, goods)

Each item that you want to record in PANTHEON is first created in the Items register, where you define all the necessary settings that affect the further work in the program. Here is an example of materials and goods as items from the purchase from suppliers. Material items are expected to be used in manufacturing to manufacture the product, while the goods items are expected to be sold to customers or used internally.

CASE SUMMARY Tecta launched a new sales item, TABLE, and the production material POLES for a new line of tents. Both items are supplied at contract price from a foreign supplier. The person responsible, i.e. Head of Wholesale Sally (with authorization rights), will create new IDs for these items and assign all the necessary settings so that the IDs can be used in purchasing, sales, manufacturing and accounting. She will perform the following steps in PANTHEON: Creating a new record for the item Defining general information about the item Defining purchases and pricing for the item Defining technological descriptions and images for the item Defining contract sale prices for the item Archiving contract to item documentation

1. Creating a new record for the item

The person responsible wants to add a new item to the Items register. This is done by selecting Settings | Items | Items from the menu and adding the new record to the register.

• The person responsible clicks on the button Insert record in the taskbar. This creates a new record and empties all the fields in which the desired data is then entered.

• In the field Item (in the PANTHEON jargon: ID), enter the ID of the item, in this case: TABLE.

• In the field Name, any long name for the item can be entered: CAMPING TABLE SMALL.

• In the field Primary Supplier, the supplier Tent Goods EE, Ltd. is selected from the drop-down list and an arbitrary ID is entered in the field External ID, as shown in the image below.

• To enable the use of the item ID, the checkbox for the Active field is automatically checked.

• Finally, the record is saved by clicking the toolbar button Post edit, which changes the color from green to grey.

The Head of Wholesale then uses the same procedure as described above to create the ID for the POLES item, entering appropriate details (in this case, using the details shown in the image below):

HINT The Items register is linked to other registers (Items categories, Units of measurement, Departments and other), which are selected in this example, so the missing ones should be checked or added if necessary. For more information on linked registers, see the chapter Registers linked to items. For easier and faster management in PANTHEON, you can create shortcuts to the menus you use most often.

WARNING It is not possible to enter an existing item code in the field Item, so PANTHEON will issue a warning when saving. To make the generation of new IDs in the field Item easier, you can set the IDs to be automatically assigned.

2. Defining general information about the item

The Items register has multiple input panels, because many possible settings can be made in it and different data can be entered. The person responsible enters data in the panel General, as shown in the image below. The step-by-step process is described below.

2.1 General

The person responsible assigns the general information for the TABLE item: primary and secondary category, warranty period and serial number tracking. In this case, the following is defined:

• For the TABLE item, Tecta wants to manage the analytic data for tables as accessories and at the same time have an overview of the items that go on sale online. For this purpose, in the fields Primary category and Secondary category, the person responsible selects ACC_TABLE and REMOTE SALE from the drop-down list (number 1 in the image).

• Then, the duration for the warranty item is entered: 18 months.

• From the field Serial number tracking drop-down list, Serial number tracking type S – one S/N is one piece is selected.

• As the item will also be sold via the web shop, Polona checks the checkbox Web shop to enable the use of the item in web shops (number 2 in the image).

2.2 Accounting

After defining general information, the person responsible defines the accounting data. This data is important for the Accounting Department and, among other things, it defines which account matrices will be used for posting and how the VAT account will be prepared. In this case, the following steps are performed:

• The person responsible enters accounting data, as shown in the image above under number 3.

• Because the item type is B-Purchased goods, ID 200 is selected from the drop-down list in the field Item type.

• From the drop-down list in the fields Department and Cost ctr., the person responsible selects for which department to monitor the analytical data for the item.

• In the field VAT, tax type 2B is selected from the drop-down list.

2.3 Dimensions and units of measurement

For items with the type material or goods, PANTHEON keeps the stock according to the pre-selected unit of measurement. The person responsible defines this as shown in the image above under number 5.

• In the field Primary U/M, the unit of measure from the drop-down list is selected: PCS.

• In the fields Net weight and Gross weight, the details on table weight are entered and in the field U/M, the unit of measure for the weight is selected: KGM.

• The same procedure is repeated in the fields Width, Height, Depth and U/M..

2.4 Customs

For items supplied from a foreign supplier, customs data is kept which is later used to prepare various reports. For this purpose, the person responsible fills in the fields as shown in the image above under number 4.

• In the fields Customs tariff and Primary U/M, the appropriate IDs from the drop-down list are selected.
• Finally, the record is saved by clicking the toolbar button Post edit, which changes the color from green to grey.

For the POLES material item, the person responsible repeats the entire entry procedure, entering appropriate details (in this case, using the details shown in the image below):

HINT By selecting a different ID (500 – material or 200 – goods) in the field Item type, you can define more detailed breakdowns by accounts, which are set in the background. For more information on item types, see Item Types.

Warning Once the item ID has a stock or a document is created for that item, the settings in the field Serial number tracking for this item ID can no longer be changed.

3. Defining purchases and pricing for the item

The person responsible the defines the purchase and pricing calculations for the item in the panel Costing/pricing panel, as shown in the image below. The Costing calculation will be automatically entered at receiving. The Pricing Calculation is used to define the sale prices and the method of price calculation.

3.1 Purchase and purchase-related costs

Purchase data in PANTHEON start being kept when the first record of the purchase document is created. Purchases often involve additional costs (transport, customs, etc.), which increase the cost of the item purchase and are also taken into account in the purchase analyses.

WARNING The option whether the purchase details will be entered automatically at each receiving or manually is set in the Document types register settings.

• In this case, when creating a new item, the person responsible only needs to select the EUR currency from the drop-down list in the field in fcy.
• When the item will be received for the first time (when the delivery document for the TABLE item will be created), the field Supplier's price will be automatically populated with the price, while the currency will remain unchanged.

• When transport costs are incurred for the delivery of the item, they will be populated in the table line for Transport costs, as shown under number 1 in the image above.

3.2 Sale and sale price calculation

The Sale price can be calculated in several ways and you can define several levels of sale prices in PANTHEON, as there are different types of customers. At Tecta, the price for items is set in advance and should not be changed automatically. For this purpose, the person responsible selects the following options:

• For the price calculation, the option Sale price is fixed is selected, as shown in the image above under number 2.

• The person responsible shall enter the selling price of the ident in the Selling price field. This is the amount excluding the tax rate mark-up (base).

• Based on the tax rate determined earlier, the price is automatically recalculated and entered in the field Retail price.

• In the fields Wholes. price 1 and Wholes. price 2, the person responsible enters the second and third price level that may be used by the sales.

• Finally, the record is saved by clicking the Post edit button, which changes the color from green to grey.

HINT The price level that the customer will use at the time of purchase can be set in the Subjects register. For more information on the use and setting of price levels, see the chapter Customer.

The same procedure as described above is then used to enter data for the POLES item, entering appropriate details (in this case, using the details shown in the image below):

HINT Because the POLES item is intended to be used in manufacturing and not for direct sale, the person responsible entered the value of the poles in the field BOM. For more information on BOMs, see the chapter BOMs.

4. Defining technological descriptions and images for the manufacturing item

For the TABLE item, in step 4 the person responsible enters the Description, Technological description and adds an Image for the new items. The person responsible wants the descriptions and the image of the items to be visible in the web shop and on the item reports that the customer receives at the time of purchase.

• In the field TXT of the Description panel, a short description of the item is entered.

• To enable the item description to be displayed in the web shop, the checkbox Show in ATENA is checked.

• In the panel Technological Desc., the person responsible specifies the technical characteristics of the item, as shown in the image below.

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• To add an image, the person responsible goes to the panel Image of the Items register.

• Right mouse click in the window on the right opens a list with different options. As the person responsible, Polona selects Paste and pastes an image of the item.

• This action is saved by clicking the button Post edit button in the taskbar.

The same procedure as described above for the TABLE item is then used to enter data for the POLES item.

5. Defining contract sale prices for the item

Tecta entered into a contract with the supplier on special delivery prices. The person responsible enters the agreed prices for the item in the Contract Prices, as shown in the image below.

• In the table on the tab Subjects, new row is added by clicking on the button Insert record (as marked in the image).
• Then, in the field Subject in the empty row, supplier is selected from the drop-down list.
• In the field Code, the Purchasing option is selected from the drop-down list.
• In the field Price box, the agreed purchase price of 22,50 € is entered.
• An additional discount is agreed with the supplier, so this information is entered in the fields Discount.
• The contract has an effective date, so the appropriate date from the contract is entered in the field Date from.
• Finally, the records are saved by clicking Post edit.

The same procedure as described above is then used to enter data for the POLES item, entering appropriate details (in this case, using the details shown in the image below):

HINT In case you make a typo when entering data into the table and you have not saved the entry yet by clicking the Post edit, you can press the quick key ESC on the keyboard to cancel the entry. This cancels the entire entry from the last time that this entry was saved.

6. Archiving contract to item documentation

PANTHEON offers the possibility of keeping electronic documentation – eDocumentation. eDocumentation is a repository of all documentation used in the company. Using this option to electronically archive documentation, Polona as the person responsible stores the contract, under which Tecta agreed a price list for the TABLE item, in the Items register by perfroming the following procedure in the panel Documentation.

HINT eDocumentation must first be activated before you can use it. To do this, contact our sales and read all about here.

For this purpose, the person responsible will store the contract, under which Tecta agreed the price for the new item. To archive the document, general information about the document will first be defined and then the document will be imported into the documentation.

6.1 General information about the document

General information includes information on the document status, key, archiving method, dates, subject. These details are filled in by the person responsible as shown in the image below (number 1).

• In the field Status, the status F-Finished is selected from the drop-down list, which means that the document will no longer be modified and that this is the final contract version in the archive.
• In the field Key View, the program automatically generates a document number.
• The fields Archive and Date are automatically populated.
• Then, Subject is selected from the drop-down list in the field Subject. In this case, the company selected is Tent Goods EE, Ltd., with which the contract has been concluded.
• The field Classification ID is filled with the value from the drop-down list using the classification of the sales calculation and price lists.

6.2 Adding a document to the Documentation

After filling in the basic information about the document, the person responsible goes to the subpanel Files (see the image above).

• eDocument is added by clicking the button Add document.
• A new window opens, as shown in the image below.
• In the window, the person responsible clicks the button Open from file, searches for the contract to be added to the archive and then clicks Open.
• The contract is added by clicking the button Confirm.

• Once a document has been successfully added to the archive, the person responsible can see it in the Items register.

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