1. Selecting a Register

First open the Items register from the menu.

You can also open the register using the function key , or by clicking the shorcut; icon, set in the taskbar.

2. Creating a New Item

Click the new record button in taskbar. A blank form made ready for entering of a new item is opened.

Because the cursor is always set on the first document when opening the document type for creating invoices received, it is necessary to click the new record button every time you want to create a new document. A new document ready for entering data is opened. A new document ready for entering data is opened.

Enter the general information of the item into the header.

Enter the item's unique identifier into the ID field. It can be composed of a maximum of 16 alphanumeric characters.

Enter it in the following way:

• manually
• assigned automatically
• assigned an EAN-UPC code

An error is returned if you enter an ID that is already assigned to a different item (see An item with this ID already exists! Name: XX!).

Enter a short text into the Description field naming or giving description of item. It can be composed of up to 40 alphanumeric characters.

The Active checkbox denotes whether an item is active or not (archived). It is checked by default. An active item can be used with new documents. If you want to prevent that, for example, because an item's life cycle has ended, uncheck this option. An inactive item can still be kept in stock (for, let us say, repairs). In such an event you mark the item as inactive which cannot be added to orders anymore. Nonetheless you can perform all material movements with it.

By using the Record Only checkbox you denote whether an item is tradeable or not.

Besides sales items it can also contain ID of costs recorded on input accounts. Check For Record with such lines. If any line is marked as such, you cannot add it to orders received nor issued invoices.

Select or enter the item's primary supplier in the Supplier field You can select it from the Subjects register by using the dropdown list or by entering initial letters. This way subjects entered in the Subjects register are narrowed down drastically. This data is used, among others, for automatic creation of purchase orders, consignment reports and stock reports (see overview of available stock).

Here is displayed thirteen-character supplier's alphanumeric transparent or EAN code for the item. This data is for informative purposes only.

PANTHEON automatically checks whether the entered external ID is already assigned to a different item. If this is so, an error is returned (see External ID already in use), but the entered external ID is nevertheless stored.

2. Entering General Information

Go to the General panel.

The panel is divided into four sections. General panel is divided in sections containing specific subsections.

2.1. General

In the Primary Category dropdown list select the ID designating the item's category either by using the dropdown list or by entering the initials of the primary category. This way subjects entered in the Item Categories register are narrowed down drastically.

Primary category is used mainly in designating sales characteristics of the product Contract prices of the category are otherwise used only for items from the Items register where this category is entered as a primary category!

Select the ID designating the item's category

 either by using the dropdown list

  button or by entering the initials of the primary category. This way subjects entered in the Item Categories register are narrowed down drastically.

Thus you can classify items by the following two criteria, such as:

• primary category according to the product's sales characteristics
• secondary category according to the product's technological characteristics

This field has an additional role in transport bills where it allows grouping by weight according to the secondary category.

In the Warranty field you can enter the number of months representing the item's guarantee period.

Using dropdown list you can assign three different statuses using dropdown list  to any item used (they do not require to be linked to the Serial Number Templates register) and three special statuses, for which you have to first set the method for formatting of the serial number in the Product Variations register or in the Serial Number Templates register.

There are three basic statuses available:

• N - No Tracking
• S - One S/N Is One Piece
• K - One S/N Are Multiple Pieces (Batch)

And then there are three special statuses, which are being used together with the Serial Number Templates register:

• P - Product Variations (batch)
• E - Compound Serial (one piece)
• O - Compound Serial (batch)

Check checkbox when using the barcode reader and the received/issued quantity is switched on with the item ID. Certain IDs already include the product quantity. The most frequent example is food industry, recording the weight of individual package to the EAN code. How should the read quantity be used can be selected in the program parameters. If checked, another Decimal Places field appears, in which the read quantity is displayed.

In the Default Quantity for POS field you set the default quantity that is used only in POS issues. The field is intended in order to enter quantity of items, the packing of which is greater than 1 piece. Example: milk carton = 12x1 l of milk.

Enter the consecutive number of the item in the pricelist in the Position on Price List within Category field.

Enter the converter (e.g. 1 declaration = 1 pcs) in the Label Print Factor = field and determine the unit of measurement in the dropdown list.Check Base for Salary Calculation when an item is used for salary calculation. With any issue (also and especially in work orders processing) a window is opened after the quantity is entered where you can select an employee that performed the service. If you track work orders using this mechanism, by this you make a record of time used and achieving of norm (see Example of Manufacturing Using the Inbuilt Norm Service).

Check Show Description on Labels when you want to create reports for declarations of this item. If so, the text will be displayed on the declaration.

2.2. Bookkeeping Data

One needs to take special care with the Accounts box. As mentioned for the Item Types register, data for posting to subject accounts and general ledger are taken from the Item Types register. Similar mechanism is used also in tax accounted from sales.

Set item type in the Item Type field.

It cannot be left empty! Error is returned if you do not enter it (see Item type field cannot be left empty!).

Cost Account - you can define it for item IDs that are used for recorded costs (in invoices received). You can also define default account, to which the cost of item purchase is posted. Predefine the posting document by assigning item ID when entering of the invoice received and its subsequent breaking down to various lines.

Revenue Account Set IDs that are used in invoicing income (in invoices issued). You can also define default account, to which revenue from sales of goods/services is posted. The option is useful primarily with the IDs of costs for services rendered.

Set Value-Added Tax (VAT) and with it determine the default tax type. It cannot be left empty! Error is returned if you do not enter it (see Tax type must be defined!).

Set default department from the dropdown list which is then transferred to lines of documents of issue or receiving. Subsequently, they get transferred to the general ledger in automatic posting.

Set default cost center from the dropdown list which is then transferred to lines of documents of issue or receiving. Subsequently, they get transferred to the general ledger in automatic posting.

It is recommended that before you determine the settings, you together with your accountant take a look at the topic on automatic posting of invoices received and issued invoices!

2.3. Properties

Enter the item's dimensions that can then be used in the Customs module as well as in displaying of waybills, packing slips and invoices:

Enter or select primary unit of measurement in Primary U/M field, used in movement. At the same time it represents also the conversion unit to display declarations as well as the unit of measurement in the bill of materials.

It serves as a converter from the primary to the collective unit of measurement.

If primary U/M is set to PCS, the secondary is set to PAL(ette) and conversion amount is set to 10, it means that 1 palette contains 10 pieces. Use conversion for calculating packages if you set it in Program Parameters.

Net Weight and Gross Weight fields determine the weight per unit of measurement that you can select in the U/M field.

Width, Height and Depth fields determine dimensions of the item per unit of measurement as defined in the U/M field.

2.4. Customs data

Customs data are necessary when importing or exporting of goods and by transferring it through the customs warehouse!

Enter or select customs type from the Customs Types register.

Enter or select conversion from prirmary U/M to customs U/M. If primary U/M is set to PCS, the customs is set to KPL and conversion amount is set to 5, it means that 1 KPL contains 5 pieces.

Enter fields Declaration and Origin in the Countries register; plus Declar. Type in the Declaration Type register; and Inflows/Outflows Abroad field in the Inflows and Outflows register. This information is used in foreign currency transactions.