Define Materials

OBJECTIVE

The Define Materials option is used to define a catalogue of parts for maintenance and purchases through the Service Management module and the Return from a Service Call option.

If the Equipment Management is also used, you can forecast the number of pieces of equipment needed on a monthly basis for preventive maintenance calls based on the Material Projection - Summary and Material Projection – Detailed reports. If Catalogue Management is used, we do not recommend using this option.

 

Steps

maestro* > Service Management > Maintenance > Configuration > Define Materials

 

Create an item

1. Enter the required information:

Field	Description
Code*	Code that identifies the item.
French Desc.	French description that identifies the item. NOTE: You can enter three lines of details. This description is displayed in searches and is included on printed reports.
English Desc.	English description that identifies the item. NOTE: You can enter three lines of details. This description is displayed in searches and is included on printed reports.

2. Enter the required information in the Item Description tab:
   1. Identification section:

   Field	Description
   Status Inactive General Sale Inventory Non-Inventory Purchase General no Validation Assembled Product Kit Rental Equipment Inactive Equipment Product Grouping	Status of the item in the system. NOTE: The status restricts choices in certain options. Inactive item is no longer used. NOTE: An item with this status is not displayed in item choices in system options. Item available for purchase and sale. Item used only in sales. It can be selected when entering a purchase order, for example. Item used only for purchasing or internally, on job sites or for manufacturing. It cannot be selected when entering a sale. Created to monitor an item without having it in stock. NOTE: This could include stationary, for example. This item must be linked to a project when entering an order, but cannot be used for sale. Item available for purchase and sale, but quantities are not validated even if the user has specified that quantities should be validated in Configuration. Item composed of other products in the catalogue. NOTE: This status makes it possible to use the product listing for this item for a Enter aRequisition. Item composed of other products in the catalogue. NOTE: This status makes it possible to use the product listing for this item in sales transactions (Customer Order, Enter a Sale, etc.). Active rental equipment created with Manage Rental Equipment in the EquipmentRental module. Inactive rental equipment created with Manage Rental Equipment in the Equipment Rental module. Item composed of other products in the catalogue and used for sale only. Groups are used in the Customer Orders and Invoicing – Point-of-Sale modules. Groups cannot be purchased nor kept in stock. NOTE: The components of a group are identified in Define Bill of Materials.
   Item type	Used to determine the type of expense to which this item belongs. The choices are: Labour, Material, Equipment, Misc. and Subs (sub-contractors). NOTE: This type is primarily used for Invoice Preparation (W/O) and Invoicing in the Service Management module. NOTE: In the Invoicing option of the Service Management module, the type is used to determine the group and general ledger revenue accounts that is assigned at the time of invoicing. This applies to the material ant items to invoice entered in the return from a service call. Example: If the item type is subcontractors, the income group is the one identified in the Subcontractor field in configuration in the service management module.
   Kind of Item	Specifies the type to which the item belongs. NOTE: The kind of Item is from Define Kind of Items. NOTE: The kind of item can be used in formulas used to define tax calculations, in Define Tax Code Usage.
   Creation Date	Date on which the item was created in the system. NOTE: This date can be changed, if necessary.

   2. Accounting Defaults section:

   This section is used to specify the default values for Invoicing.

    

   Field	Description
   Expenses Activity	Activity used for the transfer of items from inventory to the project.
   Cost Group	Expense group used when entering an order for materials.
   Revenue Account	Default revenue account for this item for invoicing purposes.
   Tax Codes	Tax codes for the item for purchasing and sales purposes. NOTE: We recommend entering tax codes for specific tax situations. The latter have precedence over those in Supplier Management (purchasing) and Customer Management (sales). NOTE: If a formula to use tax codes has been configured in Define Tax Code Usage for a Service Call Invoicing transaction type, the tax codes defined here will not be applied. NOTE: To determine the source of the tax code and applicable tax rates, refer to help on Reading tax codes in maestro*.
   Billable Depending on the Type of Call 0-Always 2-Never	Used to specify whether an item is billable or not by default when returning from a service call. Default value. For a Service or Installation call, the item is always billable by default. For a Maintenance call, the item is never billable by default. The item is always billable by default, regardless of the type of call entered. The item is never billable by default.

   3. Unit section:

   Field	Description
   Unit of Measure*	Unit used when the item is in stock. NOTE: For example, by box, per unit, pound, etc.

   4. Purchases and Sales section:

   Field	Description
   Selling Price	Selling price each.
   Std Purch.Price	Purchase price each.

3. Click Save.

 

See also

• Catalogue Management
• Stock Order from Catalogue
• Enter a Requisition
• Invoice Preparation (W/O)
• Supplier Management
• Customer Management
• Reading tax codes in maestro*

 

Last modification: September 20, 2024