DBD: Item Setup - Stock

Path: DB Distributor > Inventory Control > Setup > Inventory

💡 Tip: For a customer-specific inventory item, you would key in the customer code, then the item code. If it is a standard stock item, bypass the customer code field and directly enter your Item Code.

Step 1: Initiating a New Item Record

When you enter a new Item Code that does not yet exist in the database, the system will prompt you:

"Do you wish to add this record?"

Click Yes to initialize the profile and open the remaining configuration fields.

Step 2: General Item Profile Configuration

On the primary setup screen, establish the core identifiers and tracking categories for the item.

• Item Code: Enter a unique alphanumeric identifier for the item (e.g., BROCHURE   ).

  Description: Provide a clear, descriptive name for the item that will appear on orders and invoices.

  Product Code / Category: Assign the item to its corresponding product family for financial and reporting purposes. Use the query options to look up codes.

  • Note: Product Codes are discussed in detail in the Custom Item Setup documentation. Refer to that guide for more information.
• Tax Type: Defaults to “Do not process tax type” (which applies standard regional sales tax options based on the customer). You can select Taxable, Exempt, or ½ Tax to explicitly override system defaults.

Step 3: Units of Measure & Pricing Logic

Accurate inventory tracking and automated billing rely on correctly defining your pricing tables and item characteristics.

Unit of Measure (UOM) & Constants

• Stocking Unit: Define the base unit used for warehouse tracking (e.g., EA for Each, BX for Box, M for Thousands).
• Selling Unit: Enter the typical unit used when a customer places an order. If it is a variable unit (e.g., a Case), specify the quantity of product contained within that unit.
• Never Backorder: Check this box if this specific item should never be allowed to go onto a backorder status.
• Lot Inventory: If your system parameters default all items to a lot inventory basis, this will be checked automatically. Uncheck it if this specific item should not be tracked by lots.

Advanced Grouping & Metrics

• Item Price Class: Used to group similar items together to establish standardized pricing tables.
• QBG (Quantity Break Group): Use this field to combine multiple different items for volume discount pricing (e.g., combining different versions of a 1099 form so the customer's total order quantity qualifies them for a pricing break).
• Carton Weight: Enter the weight here to allow total shipping weights to calculate and print automatically on delivery tickets.
• Carton Pack: This information prints on purchase orders and allows the system to automatically calculate the number of carton labels needed based on order quantities.

Price Matrix Setup

• Base Price: Enter the baseline price assuming a small, standard quantity is ordered.
• Price Breaks: Enter the tiered prices for each bulk quantity break level.
• Salesperson Cost: Establish a standard cost here so sales representatives can calculate their gross profit and commissions based on a fixed baseline, rather than relying on variable costs from shifting purchase histories. If using Lots, this can also be stored directly in the lot record.

Step 4: Supplier Purchasing Panel

Use this panel to log your upstream vendor information to streamline future inventory procurement.

• Vendor: Enter the primary Supplier Code.
• Plant Code: If applicable, enter the alternate manufacturing or plant location (functioning similarly to alternate ship-to locations for customers).
• Vendor Item Matrix: Record the specific vendor's item part numbers and your agreed purchase cost.

Step 5: Configuring the Inventory Availability Panel

The final stage of the setup process involves establishing the baseline parameters for warehouse tracking and automated replenishment logic.

Note: While this panel dynamically updates as items move through live transactions (such as Stock Order Entry), you should manually define these key baseline fields during initial setup.

1. Primary Location

• Location Code: Enter or search 🔍 for the specific warehouse location code (e.g., 0001   ) where this stock will be physically housed.

2. Ordering & Replenishment Metrics

• Reorder Point: Enter the minimum stock quantity threshold (e.g., 30,000.00   ) that triggers a replenishment alert or automated purchase order.
• Reorder Quantity: Define the standard economic order quantity (EOQ) to purchase or produce (e.g., 200,000.00   ) when a reorder is triggered.
• Bin Location: Specify the exact warehouse aisle, shelf, or bin number (e.g., A-12-D   ) to streamline picking. Note: Bin locations can also be overridden/stored at the lot level.
• Cycle Number: Assign a cycle count schedule code (e.g., 00   ) for routine physical inventory verifications.

3. Automated Activity Fields

The following fields will default to blank or 00    during setup and will automatically update via normal system processing:

• Historical Dates: Last Active Date, Last Counted, Last Purchase Date, Last Sold Date, As Of.
• Costing Metrics: Average Cost, Last Purchase Cost.
• Live Ledger Figures: Beginning Balance, On Hand, Committed, Available For Sale, and On Purchase Order.

Step 6: Saving and Finalizing

Once all panels (General, Pricing, Supplier, and Inventory Availability) are verified:

1. Review all data fields for accuracy.
2. Click the Save button on the bottom control bar to commit the item to the master database.
3. Click Exit to safely close the setup interface.