Catalogue Items

OBJECTIVE

The Catalogue Items function defines items that will be used for sales and purchases.

Catalogue items are very important elements of the system. They can be used with Stock Order from Catalogue, sales, work orders, customer orders, point-of-sale, requisitions, project resources, quotations, concrete and quarry tickets, and service calls.

Based on how they are used, catalogue items can be managed in inventory if desired and item definition depends on this.

PREREQUISITE

Define Item Types

Steps

maestro* > Invoicing > Invoicing > Catalogue > Catalogue Items

Create an item

Enter the required information:

Fields followed by the * character are mandatory fields.

Field

Description

Code*

Code that identifies the catalogue 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.

Field	Description
Code*	Code that identifies the catalogue 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.

Enter the required information in the Item Description tab:

Identification section:

Field

Description

Type

Identifies the type to which the item belongs.

NOTE: This field is used to select a type using the Define Item Types option.

NOTE: You can produce reports by item type or update the various prices (unit price, fixed cost, selling price) using the Cost Adjustment option.

Status

Inactive

General

Sale

Inventory

Non-Inventory Purchase

General no Validation

Assembled Product

Kit

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.

NOTE: This status makes it possible to use the product listing for this item for a Stock Order from Catalogue.

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 items that are not kept 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 Inventory 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 Requisition.

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, Sale, etc.).

Item type

Used to determine the type of expense to which this item belongs.

The choices are: Labour, Material, Equipment, Various and Sub-C (sub-contractors).

NOTE: This type is primarily used for Invoice Preparation (W/O.

Subtype

Used with the Labour item type and is printed on sales invoices.

The choices are: A, B, C and D.

NOTE: In summary mode, the system prints a subtotal by item type and by subtype if a Labour item type is involved.

Creation Date

Date on which the item was created in the system.

NOTE: This date can be changed, if necessary.

Field	Description
Type	Identifies the type to which the item belongs. NOTE: This field is used to select a type using the Define Item Types option. NOTE: You can produce reports by item type or update the various prices (unit price, fixed cost, selling price) using the Cost Adjustment option.
Status Inactive General Sale Inventory Non-Inventory Purchase General no Validation Assembled Product Kit	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. NOTE: This status makes it possible to use the product listing for this item for a Stock Order from Catalogue. 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 items that are not kept 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 Inventory 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 Requisition. 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, Sale, etc.).
Item type	Used to determine the type of expense to which this item belongs. The choices are: Labour, Material, Equipment, Various and Sub-C (sub-contractors). NOTE: This type is primarily used for Invoice Preparation (W/O.
Subtype	Used with the Labour item type and is printed on sales invoices. The choices are: A, B, C and D. NOTE: In summary mode, the system prints a subtotal by item type and by subtype if a Labour item type is involved.
Creation Date	Date on which the item was created in the system. NOTE: This date can be changed, if necessary.

Accounting section:

This section identifies default values for the Stock Order from Catalogue and Sales Invoicing options.

Field

Description

Order Activity

Default activity used when entering a Stock Order from Catalogue.

NOTE: This activity is used when creating the sales cost entry generated by converting a sale into an expense.

Cost Group

Default expense group for the item.

Billing Activity

Default activity used when entering a sale.

Revenue Account

Default revenue account for this item for invoicing purposes.

Revenue Group

Default revenue group for this item for invoicing purposes.

Sales 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).

Asset Account

Inventory account if different from the one defined in Configuration.

NOTE: For example, you can have an inventory account for raw materials and another for components.

Field	Description
Order Activity	Default activity used when entering a Stock Order from Catalogue. NOTE: This activity is used when creating the sales cost entry generated by converting a sale into an expense.
Cost Group	Default expense group for the item.
Billing Activity	Default activity used when entering a sale.
Revenue Account	Default revenue account for this item for invoicing purposes.
Revenue Group	Default revenue group for this item for invoicing purposes.
Sales 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).
Asset Account	Inventory account if different from the one defined in Configuration. NOTE: For example, you can have an inventory account for raw materials and another for components.

Unit section:

Field

Description

Inventory Unit*

Unit used when the item is in stock.

NOTE : Abbreviation of the item referring to the format used to measure the quantity. For example, m2, ft, etc.

Customer Unit*

Unit used when the item is sold to a customer.

NOTE : Abbreviation of the item referring to the format used to measure the quantity. For example, m2, ft, etc.

Factor*

Value used to calculate quantity and unit price conversions if the item is purchased in a format different from the inventory format.

NOTES: For example, the purchase of a box of filters (box of 20) from a supplier. The filters are kept in units in inventory and on the project. The inventory and project factor is 1 because the filters are managed by unit, but the supplier factor must be the result of 1 divided by 20 or 0.05.

If a default size is entered, the factor is the result of multiplying the sizes.

Precision

Precision displayed when using decimals for quantities.

NOTE: If no precision is specified, the system displays 0 as the default value. For two decimals, specify 0.01, and for three decimals, specify 0.001.

Field	Description
Inventory Unit*	Unit used when the item is in stock. NOTE : Abbreviation of the item referring to the format used to measure the quantity. For example, m2, ft, etc.
Customer Unit*	Unit used when the item is sold to a customer. NOTE : Abbreviation of the item referring to the format used to measure the quantity. For example, m2, ft, etc.
Factor*	Value used to calculate quantity and unit price conversions if the item is purchased in a format different from the inventory format. NOTES: For example, the purchase of a box of filters (box of 20) from a supplier. The filters are kept in units in inventory and on the project. The inventory and project factor is 1 because the filters are managed by unit, but the supplier factor must be the result of 1 divided by 20 or 0.05. If a default size is entered, the factor is the result of multiplying the sizes.
Precision	Precision displayed when using decimals for quantities. NOTE: If no precision is specified, the system displays 0 as the default value. For two decimals, specify 0.01, and for three decimals, specify 0.001.

Purchases and Sales section:

Field

Description

Fixed Cost Price

Fixed cost of the item.

NOTE: In accordance with Configuration, this field can be used to select the unit price (UP) for inventory transactions and requisitions.

Quotation Price

Default quotation price.

NOTE: In accordance with Configuration, this field can be used as the unit price (UP) for sales transactions.

NOTE: This field can be used to calculate the selling price using a discount table.

Selling Price

Default selling price.

NOTE: When you use Invoice Preparation (W/O), the selling price is calculated based on the cost if -1 or -2 is entered as the value in this field.

Meaning of the codes:

> or = 0: uses the unit selling price.

-1: uses the unit price and applies the administrate rate specified for the item type in Manage Invoicing Projects. For example: Rate = 5% Unit price = $10 or U.P. Sale = $10 x (1.05).

-2: uses the unit price and applies the administration rate specified for the item type and the profit rate for the material in Manage Invoicing Projects for a given project. The rates vary depending on the project. For example: Adm Rate = 5%, Profit Rate = 10%, therefore, unit price = $10 U.P. Sale = ($10 x (1.05)) x 1.1.

-5: applies a discount to the cost in the same way as -1. However, this markup is displayed on a different line in Invoice Preparation (W/O) for all invoicing methods, but for Detailed and Summary display types only. The word Markup is displayed on the line.

-6: lets you use the cost price entered in the return from a service call if there is no cost price in the catalogue. This only applies to Service Calls if the Use the table of prices and discounts by customer (material) option is checked in Management of invoicing rate tables.

NOTE: This function would be used in the case of a generic item that has no cost price or selling price in Catalogue Management.

Field	Description
Fixed Cost Price	Fixed cost of the item. NOTE: In accordance with Configuration, this field can be used to select the unit price (UP) for inventory transactions and requisitions.
Quotation Price	Default quotation price. NOTE: In accordance with Configuration, this field can be used as the unit price (UP) for sales transactions. NOTE: This field can be used to calculate the selling price using a discount table.
Selling Price	Default selling price. NOTE: When you use Invoice Preparation (W/O), the selling price is calculated based on the cost if -1 or -2 is entered as the value in this field. Meaning of the codes: > or = 0: uses the unit selling price. -1: uses the unit price and applies the administrate rate specified for the item type in Manage Invoicing Projects. For example: Rate = 5% Unit price = $10 or U.P. Sale = $10 x (1.05). -2: uses the unit price and applies the administration rate specified for the item type and the profit rate for the material in Manage Invoicing Projects for a given project. The rates vary depending on the project. For example: Adm Rate = 5%, Profit Rate = 10%, therefore, unit price = $10 U.P. Sale = ($10 x (1.05)) x 1.1. -5: applies a discount to the cost in the same way as -1. However, this markup is displayed on a different line in Invoice Preparation (W/O) for all invoicing methods, but for Detailed and Summary display types only. The word Markup is displayed on the line. -6: lets you use the cost price entered in the return from a service call if there is no cost price in the catalogue. This only applies to Service Calls if the Use the table of prices and discounts by customer (material) option is checked in Management of invoicing rate tables. NOTE: This function would be used in the case of a generic item that has no cost price or selling price in Catalogue Management.

Inventory Status section:

Field

Description

Ordered

Quantity and value of items ordered.

NOTE: A purchase order has been entered for this item and this order has been transferred.

Not Invoiced

Quantity and value of items received, but not invoiced.

NOTE: The invoice from the supplier for the purchase order has not been entered.

To Deliver

Quantity and value of items to be delivered to customers.

NOTE: A sales order has been entered for this item and this order has been transferred.

To Invoice

Quantity and value of items delivered, but to be invoiced to customers.

Stock

Quantity and value in stock.

Field	Description
Ordered	Quantity and value of items ordered. NOTE: A purchase order has been entered for this item and this order has been transferred.
Not Invoiced	Quantity and value of items received, but not invoiced. NOTE: The invoice from the supplier for the purchase order has not been entered.
To Deliver	Quantity and value of items to be delivered to customers. NOTE: A sales order has been entered for this item and this order has been transferred.
To Invoice	Quantity and value of items delivered, but to be invoiced to customers.
Stock	Quantity and value in stock.

Ticketing section:

This section is used with the Tickets module.

Field

Description

Hourly Table

Code from the Transport Rates table which is used to invoice transportation.

Ton-km Table

Used to identify the rate code from Transport Rates.

Internal Revenue Activity

Revenue activity used for raw materials.

NOTE: When entering internally invoiced A/P tickets, the system uses the internal revenue activity in the following order: the internal revenue activity from Catalogue Management, the external revenue activity from Catalogue Management, or Configuration for quarry tickets.

External Revenue Activity

External revenue activity used for raw materials.

NOTE: This field can be modified according to the invoicing activity in the Item Description tab in Catalogue Management.

Transport Revenue Activity

Revenue activity used for the transportation of quarry tickets.

NOTE: When invoicing for the transportation of quarry tickets, the system uses the transport revenue activity in the following order: the transport revenue activity from Catalogue Management or the external revenue activity from the catalogue.

Transport Cost Activity

This field identifies the transport cost activity that will be used to enter tickets (A/P) from project management.

Field	Description
Hourly Table	Code from the Transport Rates table which is used to invoice transportation.
Ton-km Table	Used to identify the rate code from Transport Rates.
Internal Revenue Activity	Revenue activity used for raw materials. NOTE: When entering internally invoiced A/P tickets, the system uses the internal revenue activity in the following order: the internal revenue activity from Catalogue Management, the external revenue activity from Catalogue Management, or Configuration for quarry tickets.
External Revenue Activity	External revenue activity used for raw materials. NOTE: This field can be modified according to the invoicing activity in the Item Description tab in Catalogue Management.
Transport Revenue Activity	Revenue activity used for the transportation of quarry tickets. NOTE: When invoicing for the transportation of quarry tickets, the system uses the transport revenue activity in the following order: the transport revenue activity from Catalogue Management or the external revenue activity from the catalogue.
Transport Cost Activity	This field identifies the transport cost activity that will be used to enter tickets (A/P) from project management.

Click Save.

Catalogue Items

OBJECTIVE

PREREQUISITE

Steps

Create an item

See also