Inventory Management Series
Using standard items
In some ways, it is easier to define a standard item in Microsoft Dynamics Retail Management System (RMS) by telling you what it is not: it is not a matrix, lot matrix, or assembly item. In other words, all of the items in your inventory except matrix, lot matrix, and assembly items are standard items.
There are seven types of standard items: standard (inventory), serialized, noninventory, gasoline, weighed, voucher, and kit.
In the first installment in this series, An overview of item types, we provided examples of each of the item types. In this article, we’ll discuss creating, selling, and tracking standard items.
note
Kit items are closely related to assembly items, so we’ll talk more about them in a later installment in this series.
On This Page
Using the Items (All) list
You can view all of the items in your store in the Items (All) list. This list shows the item lookup codes, item types, descriptions, available quantities, and prices for your items.
To open the Items (All) list
| • | In Store Operations Manager: On the Database menu, click Items. |
| • | In Store Operations POS: Press F2: Lookup. |
To sort the Items (All) list
| • | Click the header of the column that you want to sort by. |
For example, to see your items organized by item type, click the Item Type column header. To reverse the sort order, click the column header again.
The item type abbreviations used in the Item Type column are defined in the following table.
Item Type | Abbreviation | Item Type | Abbreviation |
Standard | (blank) | Voucher | V |
Serialized | S/N | Kit | K |
Noninventory | NI | Matrix | M |
Gasoline | G | Lot matrix | LM |
Weighed | W | Assembly | A |
note
Component items of a kit, matrix, lot matrix, or assembly item appear as standard inventory items in the Items (All) list.
To perform an item lookup in the Items (All) list
1. | Sort the list by the column of information you want to look in. |
2. | Type one or more characters in the Lookup box near the top of the list window. |
For example, if you sort the list by the Item Lookup Code column and type a 4 into the Lookup box, the blue selection bar moves to the first item lookup code that begins with 4. If you then type a 7, the selection bar moves to the first item lookup code that begins with 47.
To manage the items in the Items (All) list
You can use the buttons in the list window to create, delete, view, edit, or find items. The function of the buttons are listed in the following table.
This button | Performs this action |
New | Creates a new item |
Delete | Deletes the selected item |
Properties | Opens the selected item for viewing or editing |
Copy | Copies the selected item for quick item creation |
Find | Opens the Find window where you can use search criteria to locate specific items |
Picture | Store Operations POS only — Displays a picture of the item (if available) |
OK | Store Operations POS only — Adds the selected item to the current transaction |
Close or Cancel | Closes the Items (All) list |
Creating a standard item
Depending on your security settings and store policies, you can create new items in either Store Operations Manager or Store Operations POS. This means that items can be added to the store database whenever it is most convenient for you, by whichever employees you ask to perform this task.
note
In most cases, the only information that is required in an item is its item lookup code and description. However, you should make your item records as complete as possible in order to take full advantage of the features in Microsoft Dynamics RMS.
To create a standard item
1. | In the Items (All) list, click New. |
2. | Select Standard Item, and then click OK. |
3. | Type an item lookup code and description for the item. |
4. | In the Item type box, select the type of standard item that you want to create. |
5. | Enter additional information about the item using the tabs in the Item Properties window. The tabs are described in the following table. |
On this tab | You will find |
General | Item lookup code and bar code
Descriptions
Item type
Department and category
Tax information
Price, cost, and profit margin (first opportunity) |
Inventory | Quantities on hand and committed
Unit of measure
Item history
Replacement cost
Reorder point and restock level |
Suppliers | Supplier names
Reorder numbers
Other supplier information |
Pricing | Price, cost, and profit margin (second opportunity)
Price levels and bounds
Buydown pricing
Sale price and sale dates |
Discounts | Discount scheme |
Commission | Settings for the commission earned by your sales reps |
Aliases | Alternate lookup codes, such as former UPC codes |
Substitutes | Items that can be offered to customers when this item is out of stock |
Special | Tagalong item
Parent item
Item message
Bin location
Weight
Item picture
Notes |
Serial | (available for serialized and voucher items only)
Serial numbers assigned to the item |
Kit | (available for kit items only)
Component items included in the kit
Buttons for building or breaking out kits |
Options | Settings that control selling and ordering of this item |
For more information about the settings on a specific tab, click the tab, and then click Help. For more information about the special settings available for the standard item types, see the following sections.
Creating and selling serialized items
Each serialized item can have up to three serial numbers. The first serial number (S/N 1) is the primary serial number and should be unique. The second or third numbers are supplemental. You create and manage these serial numbers on the Serial tab for the item.
The following procedures explain how to create serial numbers for a single item, for multiple items with identical serial numbers, and for multiple items with sequential serial numbers. An example follows each procedure.
To create serial numbers for a single unit
1. | On the Serial tab, click Add. |
2. | In the Serial number 1, 2, and 3 boxes, type the serial number or numbers. |
3. | If an item with this serial number or numbers has already been sold, select the Mark as sold check box. |
4. | Click OK. |
Example: Single unit serial numbers
These settings:
produce these serial numbers:
To automatically generate several identical serial numbers
1. | On the Serial tab, click Add. |
2. | In the Serial number 1, 2, and 3 boxes, type the serial number or numbers. |
3. | Select the Automatically generate serial numbers check box. |
4. | In the Number to create box, type the number of serial numbers (or sets of serial numbers) that you want to generate. |
5. | If the items with these serial numbers have already been sold, select the Mark as sold check box. |
6. | Click OK. |
Example: Automatically generated identical serial numbers
These settings:
produce these serial numbers:
To automatically generate a series of unique serial numbers
1. | On the Serial tab, click Add. |
2. | In the Serial number 1, 2, and 3 boxes, type the prefix for each serial number. For example, if you want 20 six-digit sequential serial numbers starting with 100001, type 1000. |
3. | Select the Automatically generate serial numbers check box. |
4. | In the Number to create box, type the number of serial numbers (or sets of serial numbers) that you want to generate. |
5. | In the Start S/N with boxes, type the ending digits of the first serial number in that range. For example, if the first serial number should be 100025, type 25.
Note: When you use the Start S/N with boxes, the Serial number 1, 2, and 3 boxes are renamed to Serial 1 Prefix, Serial 2 Prefix, and Serial 3 Prefix.
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6. | If the items with these serial numbers have already been sold, select the Mark as sold check box. |
7. | Click OK. |
Example: Automatically generated series of serial numbers
These settings:
produce these serial numbers:
To sell a serialized item
1. | In Store Operations POS, scan the item.
-or-
Press F2: Lookup, select the serialized item, and then press ENTER. |
2. | Type or look up the serial number of the item being sold, and then press ENTER. |
3. | If the serial number is not found and you want to create it, click Yes.
The serial number is added to the item and marked as Sold. |
4. | Finish ringing up the sale as usual. |
Creating and selling noninventory items
A noninventory item is an item that is sold by the store but doesn’t have intrinsic value, such as a delivery charge or a charge for customization. The item’s cost and price can still be recorded, but the item cannot be counted or ordered. For these reasons, a noninventory item’s differences from an inventory item can be seen best on the Inventory tab. The quantities are set to zero and cannot be changed, and the order history is blank.
In all other ways, the settings for a noninventory item and an inventory item are the same, and the cashier will perceive no difference between the two types of items when ringing up sales.
Creating and selling gasoline items
The only difference between a gasoline item and a standard inventory item is that the price of a gasoline item is extended to three decimal places. For this reason, you can use a gasoline item not only to sell gasoline but for any item where you want a more precise item price.
When the gasoline item is sold, the line item price is shown with three decimal places, but the total is rounded to two decimal places. Also, if the cashier enters the amount received into the Extended price box for the gasoline line item, the quantity is adjusted accordingly instead of the sales price. (With a standard inventory item, the price of the line item is adjusted.)
To collect a cash deposit on a gas pump
1. | In Store Operations POS, press SHIFT+F10. |
2. | In the box for the appropriate gas pump, type the amount of the deposit received. |
To apply a gas-pump deposit to a sale
1. | Ring up the items as usual. |
2. | Press F12: Tender. |
3. | Click Gas Pump. |
4. | Type the number of the pump, and then press ENTER.
The amount of the deposit is entered for you as a cash payment. |
5. | Enter any additional tendered amounts, and then press ENTER. |
Creating and selling weighed items
Until it is sold, there is no difference between a weighed item and a standard inventory item, and all of the available settings in the Item Properties window are the same. However, the Unit of measure box on the Inventory tab is especially useful for a weighed item.
To sell a weighed item
1. | In Store Operations POS, scan the item.
-or-
Press F2: Lookup, select the weighed item, and then press ENTER. |
2. | Type the item weight or place the item on the scale.
The extended price for the line item is calculated by multiplying the weight by the item price. |
3. | Finish ringing up the sale as usual. |
Creating and selling voucher items
Setting up a voucher (gift card) is a two-step process:
1. | Set up the voucher item. This is similar to setting up a serialized item in that you can create or enter serial numbers for the vouchers. For more information on how to do that, see the instructions and examples provided in “Creating and selling serialized items” earlier in this article.
If the value of the voucher will be set by the cashier when the voucher is sold, select the Must enter price at the POS check box on the Options tab.
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2. | Set up a voucher tender type. On the Database menu, click Tender Types, and then click New. Type a description and code for the tender type, and then select Voucher in the Tender type box. Enter any other settings for the tender type, click OK, and then run a Z report on each register. |
When a voucher is sold, the cashier is prompted to enter or look up the voucher serial number. If you selected the Must enter price at the POS option on the Options tab for the voucher, the cashier is also prompted for the initial value of the voucher. The value of the voucher is stored in Store Operations and is automatically adjusted when the voucher is used by the customer.
To issue a voucher
1. | In Store Operations POS, scan the item.
-or-
Press F2: Lookup, select the voucher item, and then press ENTER. |
2. | Type the voucher serial number or click Lookup to choose the serial number from a list, and then press ENTER. |
3. | If prompted, enter the price (initial value) for the voucher, and then press ENTER. |
4. | Tender the transaction as usual. |
To redeem a voucher
1. | Ring up items as usual. |
2. | Press F12: Tender. |
3. | In the box for the voucher tender type, enter the tendered amount. |
4. | Type the voucher number, and then press ENTER.
Note: A message appears if the voucher does not have sufficient value to cover the amount tendered. |
5. | Enter any additional tendered amounts, and then press ENTER to process the transaction. |
To add value to a voucher that has already been issued
1. | Press F12: Tender. |
2. | In the box for the tender type that the customer is using to make the payment, type the tendered amount as a positive number. |
3. | In the box for the voucher tender type, type the tendered amount as a negative number. For example, if the customer wants to add fifty dollars to the voucher, type ($50.00). |
4. | Press ENTER. |
5. | Type the number of the customer’s voucher, and then press ENTER. |
To look up the stored value of a voucher
1. | Press CTRL+SHIFT+F3. |
2. | Type the voucher number, and then press ENTER.
The voucher history is displayed, with the current balance shown in the Balance box. |
Creating and selling kit items
Kit items are similar to standard inventory items except that they contain component items, such as with a first-aid kit that contains a selection of first-aid supplies. You can build a kit or break out a kit to adjust your stock.
note
For information about the differences between kit and assembly items, see An overview of item types.
To create and build a kit item
1. | Create any component items that do not already exist in the store database. |
2. | Create the standard item as usual, selecting Kit in the Item type box. |
3. | Click the Kit tab. |
4. | To add a component item, click Add, select the item, and then click OK. |
5. | Repeat Step 4 for any additional component items. |
6. | To set the quantity of each component item in the kit, click the box in the Quantity column for the component item, and then type the quantity.
For example, the kit item shown in the image below includes a single toy and two packages of batteries.
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7. | When the component items are all in the list, click Build. |
8. | Type the number of kit items to build, and then click OK. |
9. | Click OK to save the item and build the kits. |
When you build a kit item, the quantity on hand for the kit item increases by the number of kits that you build. Also, the quantities of the component items are reduced by the specified amounts; those items are no longer available for individual sale once they are built into the kit.
To break out a kit and make the component items available for individual sale
1. | On the Kit tab for the item, click Breakout. |
2. | Type the number of kits to break out, and then click OK. |
3. | Click OK to save the item and break out the kits. |
When you break out a kit, the quantity on hand for the kit is reduced by the number of kits that you break out, and the quantities on hand for the component items increase accordingly.
note
The cost of a kit is the sum of the cost of its components. The price of the kit is whatever you set it to be.
To sell a kit item
| • | Ring up the item as you would any other item. |
The transaction pane shows the kit as a single line item, with the component items listed within the line item for your convenience.
Since the quantities on hand for the component items were automatically adjusted when you built the kit, only the quantity on hand of the kit item itself is affected by the sale.
If a kit item is rung up and there are no built kits available in the store database, the kit is built automatically as long as there are sufficient quantities of the component items available. If any quantities are low, a message appears giving the cashier the option to select substitute items, back order the items with insufficient quantities, or add the kit to the transaction anyway (putting the database quantities into negative numbers).
Tracking and generating reports about standard items
As we mentioned before, you can use the Items (All) list to see, as a group, all items of a certain type. For more information, see “Using the Items (All) list” earlier in this article.
In addition, there are three reports in Store Operations Manager that are designed to help you track serialized and voucher items.
| • | Serial Number List. The Serial Number List report shows the serial numbers associated with each serialized or voucher item, the item lookup code and description, and the status of each serial number, Available or Sold. |
| • | Voucher (Summary) Report. The Voucher (Summary) Report shows the expiration date and balance of each voucher that has an outstanding balance. |
| • | Voucher (Detailed) Report. The Voucher (Detailed) Report shows the balance of each voucher and the transactions that affected the balance. |
To generate the Serial Number List
1. | On the Reports menu, point to Items, and then click Serial Number List. |
2. | In the filter dialog box, click OK. |
To generate the Voucher (Summary) or Voucher (Detailed) Report
1. | On the Reports menu, point to Miscellaneous, and then click Vouchers – Summary or Vouchers – Detailed. |
2. | In the filter dialog box, click OK. |
You can also use a database query in Store Operations Administrator to view detailed information about your standard items. For example, the following query produces a list of all serialized and voucher items.
SELECT * FROM Item WHERE ItemType = 1 OR ItemType = 9
By modifying the query shown above, you can view different results. The following table shows the ItemType number associated with each standard item type.
This number | Represents this item type |
0 | standard (inventory) |
1 | serialized |
3 | kit |
5 | gasoline |
6 | weighed |
7 | noninventory |
9 | voucher |
So, the following query produces a list of weighed items:
SELECT * FROM Item WHERE ItemType = 6
What’s Next
The next article in this series is Using matrix items. It provides some tips for using the matrix item features in Microsoft Dynamics RMS—including the all new, time-saving dimension sets.
