Overview
Catalog Item is a central repository of products and services commonly used in the organization. It contains general information of the Catalogue Items, defined by the organization such as Description, Unit of Measure, Item Category, etc. This screen contains the required information to control Goods and Services which could be stock on inventory or procured for direct consumption.
Navigation
Admin ► Common Entities ► Catalogue Items ► Catalogue Items
Catalogue Items Screen Fields and Tabs
Field | Description |
Code | Unique identification code of the Catalogue Item |
| Workflow Status | It shows the status of an item which is related to its creation process. |
Item Class | A Catalogue Item must belong to an Item Class, e.g. Medicines. This attribute will allow copying attribute values from Item Class to Catalogue Item and Inventory Item. |
Category | This screen contains the values for the Item Category at all levels of the Item Classification. |
| Alternate Item | Search function to Catalogue Item Entity. |
Default Account | If an element is defined in the object segment of the chart of accounts, this code will be used as part of the coding block when issuing a purchase order or purchase requisition that includes this particular item. |
Item Type | Related item type. |
| Costing Method | Related costing method. |
| Priority | Indicates the priority of the item. For example, High, Medium, and Low are priority levels. |
| Hazard Type | Indicates if the item is hazardous, which would allow the user to be warned and be prepared to handle the situation. |
| Unit of Measure | Indicates the standard unit of measure used by the institution to procure (stock and issue material requests if applicable) the item. Examples include pound, gallon, liter, etc. |
| Active | Active Status if checked, Catalogue Item is available. |
| Inventory | If checked, whenever a goods receipt is completed for the Catalogue Item ID, it will update the Inventory Item Quantity On Hand amount upon its Good Receipt. |
Item Type | Related item type. |
Costing Method | Related costing method. |
Priority | Indicates the priority of the item. For example, High, Medium, and Low are priority levels. |
Lot Management Required | This attribute is used when lot expire dates are required. |
Apply Tax Exemption | This attribute defines whether or not the tax exemption applies to the item. |
| Asset? | If it is true, the system is going to create asset item while approving GRN with this catalog item. |
Reorder Point | The point in time that new inventory must be reordered. |
Order Quantity | The number of inventory items purchased in a specific order. |
Min Order Quantity | The minimum number of inventory items which need to be purchased in an order. |
Maximum on Hand | The maximum number of inventory items which can be on hand at any given time. |
Last Item Cost | This value will be used as a reference for the Goods/Services Request. This is the last item cost based on GRN, the system must apply this cost once a GRN with this catalog item has been marked as received. |
Language | Country specific Language to be selected from the drop-down box. |
Abbreviation | A shortened version of a title. |
Description | Provide a detailed description of the Catalogue Item. |
| Functionality | This feature indicates a specific or additional responsibility to perform in which item can be used. |
Legacy Reference | If the user has used an older system, the user can keep the same codes from the previous system as a reference. |
| Created By | Indicates the User who has created the Item. |
| Approved By | Indicates the User who has approved the Item. |
| Created Date | Indicates the creation date of the Item. It is automatically populated by the system upon creation. |
| Approved Date | Date of approval of the Catalogue Item. It is automatically populated by the system upon approval. |
Attachments Tab | Additional information regarding Catalogue Items are added from this tab. |
Pictures Tab | Related picture information for Catalogue Items get added from this tab. |
Taxes Tab | Taxation relating to Catalogue Items to be selected from lookup button. |
Overview
Additional information for Catalogue Item can be added from this tab.
Attachment screen Fields
Field | Description |
Id | Unique identification code of Attachment. |
| Attachment Classification | Reference to the Attachment Classification. |
Language | Country specific language used to describe fields to be selected from the drop-down box. |
Title | Title of the file attached. |
Description | Description of the attached file. |
Attachment | File to be attached from this field by clicking on the Browse button. |
Date Time | Date and Time when the file is attached filled up the system. |
| Date | Select the date from the date picker. |
User | Users by whom the file is attached. |
Overview
Information regarding pictures of Catalogue Items is added from this tab.
Picture screen fields
Field | Description |
Id | Unique identification code of Attachment. |
| Attachment Classification | Reference to attachment classification. |
| Language | Country specific language used. |
Title | Title of the file attached. |
Description | Description of the attached file. |
Attachment | File to be attached from this field by clicking on the Browse button. |
Date Time | Date and Time when the file is attached filled up the system. |
| Date | Select the date from the date picker. |
User | Users by whom the file is attached. |
Overview
It is a priorities catalogue defined according to users’ organization's needs. It is referenced in the Catalogue Item entity.
Navigation
Admin ► Common Entities ► Catalogue Items ► Catalogue Item Priorities
Catalogue Item Priorities screen Fields
Field | Description |
Code | Unique identification code of Catalogue Item Priority. |
Active | If false, the Unit of Measure cannot be used in new transactions and would be available for reference purpose only. |
Abbreviation | Brief description for the Catalogue Item Priority. |
Description | Description for the Catalogue Item Priority. |
Overview
The Catalogue Item Classes screen will define Catalogue Item basic characteristics and determine exactly the type of Item.
Navigation
Admin ► Common Entities ► Catalogue Items ► Catalogue Item Classes
Catalogue Item Classes screen Fields
| Field | Description |
ID | Unique identification code of the Catalogue Item Class. |
Item Type | Defines the type of items, and it falls into two categories goods or services. |
Costing Method | Available cost methods are FIFO, LIFO, and Weight Average. |
Unit of Measure | The unit used to calculate item classes, an example include pound, gallon, liter, etc. |
Custom Domain Type | Collection of custom domain attributes that is enforced to be entered for catalogue items belonging to Item Classes. |
Reorder Point | Expressed in the Standard Unit of Measure. |
Order Quantity | The number of items ordered. |
Min Order Quantity | The minimum quantity allowed for one order. |
Maximum On Hand | The maximum quantity available in stock. |
Lot Management Required? | When checked the system will require the Perishable Lot. |
Apply Tax Exemption? | When checked the tax is applied to the item class. |
| Inventory | when checked, the system will require stock. |
| Asset ? | when checked, the system will create asset item while approving GRN with this catalogue item class. |
Parent Item Class | The parent item of the catalogue item class. |
UACS | The Coding Block is used when issuing a purchase order or purchase requisitions that include the item class. |
Name | The name of the Catalogue Item Class. |
Description | Short description of the Catalogue Item Class. |
| Requires Decimal To Handle Quantity | FALSE by default. If This value is switched to TRUE, the system will allow to enter decimal values when receiving in Good Receive Notes. |
Overview
The Brand represents the different types for any asset or inventory item.
Navigation
Admin ► Common Entities ► Catalogue Items ► Brands
Brand screen Fields and Tab
Field | Description |
ID | Unique identification code of the brand. |
Vendor | Refers to the seller of the products or services. |
Country | The country of origin of this brand. |
Name | The name of the brand. |
| Model Tab | This tab allows the user to add one or more models. |
Overview
A collection of different models representing a particular brand is added from this tab.
Models Tab screen Fields
Field | Description |
Id | Unique system auto-generated identification code of Brand model. |
Name | Name of the brand model. |
Overview
Different groups and types of goods and services that the company may possess. Organizations need this screen to be able to keep record of all their goods and services in an organized manner so that they may easily retrieve the goods and/or services that users are looking for.
Navigation
Admin ► Common Entities ► Catalogue Items ► Goods/Services Categories
Goods/ Services Categories screen Fields
| Field | Description |
| Goods | Classification of goods. |
Overview
Classifies all the different goods and services and keeps all similar ones together in an organized manner. Every good and services belongs to a certain group or "class”. The class that each good and service belongs to signifies the characteristics that the good and service possess.
Navigation
Admin ► Common Entities ► Catalogue Items ► Goods/Services Categories
Goods and Services Classifications screen Fields
Field | Description |
Name | Name of the Classification. |
Level | The level of Classification made. |
No. of Characters | No. of Characters present. |
Language | The language used to describe the classification. |
Description | The description of the classification. |
Overview
This entity represents the different models available for a particular Brand.
Navigation
Admin ► Common Entities ► Catalogue Items ► Brand Models
Brand Model screen Fields
Field | Description |
Id | Unique system auto-generated identification code of Brand model. |
Brand | The brand to which the model belongs is to be selected from the lookup button available for this field. |
Name | Name of the brand model. |
Overview
This screen provides a search function to Hazard Types, and allows selecting one of its values for the Catalogue Item. It is necessary to keep an organized screen with all possible hazard types for the safety and protection of the organization.
Navigation
Admin ► Common Entities ► Catalogue Items ► Hazard Types
Hazard Types screen Fields
Field | Description |
ID | Unique auto-generated numeric code. It cannot be modified. |
Active | If false, the Hazard Type cannot be used anymore and it would be there for reference purposes. |
Abbreviation | Short description of the Hazard Type. |
Description | Full description of the Hazard Type. |
Overview
The system will provide a function to import UNSPSC (or other existing classification) data into 'Item Classification' Entities.
Navigation
Admin ► Common Entities ► Catalogue Items ► Import UNSPSC Categories
Import UNSPSC Categories screen Fields
| Field | Description |
| Select Worksheet | Worksheet required for Catalogue Items to be selected and Imported by clicking on "Choose File" button and click on Import button. |
Overview
The system will provide a function to import UNSPSC (or other existing classification) data into 'Item Category'.
Navigation
Admin ► Common Entities ► Catalogue Items ► Import UNSPSC Items
Import UNSPSC Items screen Fields
Field | Description |
Select Worksheet | Worksheet required for Catalogue Items to be selected and Imported by clicking on "Choose File" button and click on Import button. |
Overview
This report shows the Classification List of the Catalogue Item. It can be by Category or Class because the system has these two types of classification. The report contains the following information of each Classification Item: ID, Name, and Level. The report can be filtered by Level, this allows to users to choose until what level he/she wants to include in the report. See the attached file for the Report Mockup for more details.
Navigation
Admin ► Common Entities ► Catalogue Items ► Reports ► Catalogue Item Classification List
Catalogue Item Classification List screen Fields
Field | Description |
Group By | Filter criteria to group the report by either Item Category or Item Class. |
Level | The level of the item category or item class. |
Sort by | Filter criteria to sort the report accordingly depending upon the Group by field selection. |
Overview
The Items by Priority report shows a list of the Catalogue Items grouped by priority which can be High, Medium or Low. It contains the following information of each Catalogue Item: Catalogue Item ID, Item Short Description, and Item Type which can be Goods or Services, Unit of Measure – UOM, Stock Item, Item Class and Default Account.
The following filters are available in this report: Priority, Item Type, Stock Item, and Item Class.
Navigation
Admin ► Common Entities ► Catalogue Items ► Reports ► Items by Priority
Items by Priority
Field | Description |
Filter Criteria Priority | Select from the options available like High Priority, Medium Priority, Low Priority |
Stock | Item is stock or not. |
Item Type | Dropdown menu either Goods or Service |
Item Class | It is to generate the Item Class wise report |
Sort by | Sort out options for sorting out the report data. |