Catalogue Management

OBJECTIVE

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

Catalogue items are very important elements of maestro*. They can be used with Stock Order from Catalogue, sales, Work Orders, Customer Orders, Point of Sale, requisitions, Resource List by Project, Estimating, Concrete and Quarry Tickets, and Service Management. Based on how they are used, catalogue items can be managed in inventory if desired. The item’s definition depends on this.

 

PREREQUISITES

• Define Item Types
• Define Categories
• Define Sites

 

Steps

maestro* > Purchasing > Maintenance > Catalogue > Catalogue Management

 

Create an item

1. Enter the basic information of the item:

Field	Description
Code	Code that identifies the catalogue item.
Classification	Classification of the item from Define Item Classifications. NOTE: When using the search by item classification (available by clicking ) it is also possible to display the classification by alphabetical order. Click the Configuration icon of the window to do so.
Description	Description that identifies the item. A button allows you to toggle between the English and French description of the item. NOTE: You can enter three lines of details. This description is displayed in searches and is included on printed reports.
Available in Mobile	If this box is checked, the item becomes available in maestro*MOBILE.
Creation Date	Date on which the item was created in maestro*. NOTE: This date can be changed, if necessary.

2. Enter the required information in the Item Description tab:

1. Identification section:

Field	Description
Type	Identifies the type to which the item belongs. NOTES: This field is used to select a type using the Define Item Types option. You can produce reports by item type or update the various prices (unit price, fixed cost, selling price) using the Cost Adjustment option.
Category Category Lev. 2 Category Lev. 3	Identifies the category to which the item belongs. Various options in maestro*allow you to filter items by main category. We can create up to 3 new category levels to facilitate searches when using the search by category functionality. For example: Framing > Pine > 2x10 or Framing > Pine > 2x6. NOTES: This field is used to select a category using the Define Categories option.
Status	Status of the item in maestro*. Available values: Inactive Inactive item. Is no longer used. NOTE: An item with this status is not displayed in item choices in maestro* options. General Item available for purchase and sale. Only for items that must be managed in inventory. NOTE: This status makes it possible to use the product listing for this item for a Stock Order from Catalogue. Sale Item used only in sales. It can be selected when entering a purchase order, for example. Inventory Item used only for purchasing or internally, on job sites or for manufacturing. It cannot be selected when entering a sale. Non-Inventory Purchase Created to monitor items that are not kept in stock. It cannot be selected when entering a sale. NOTE: This item must be linked to a project when entering an order, but cannot be used for sale. General no Validation 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. When the General no Validation status is selected, the Non-Stock value must be selected in the Cost Management field of the Accounting Defaults section (see step 2c below). In the inventory' Configurations, the Non-Stock has to be linked to an expense account (Activity field, in the Inventory section) and not a balancing sheet account. Assembled Product Item comprised of other products in the catalogue. An assembled product can be bought or sold. It can be kept in stock and has a value. NOTES: The components of the assembled product are specified in Define Bill of Materials. In a Requisition, if the assembled product is entered manually in the grid in the Inventory Code column, it will then be purchased or taken out of inventory. If the assembled product is entered in the Product Code field, the items that comprise the assembled product can be displayed in details on the requisition. Kit Item comprised of other products in the catalogue and used for sale only. A kit cannot be bought and it cannot be kept in stock. NOTES: The components of the kit are identified in Define Bill of Materials. When you select a kit, the items that comprise the kit are automatically displayed on the work order. Rental Equipment Active rental equipment created with Rental Equipment Management in the Equipment Rental module. Inactive Rental Equipment Inactive rental equipment created with Rental Equipment Management in the Equipment Rental module. Product Grouping 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. NOTE: The status restricts choices in certain options.
Site	Used to enter a default site for the item - this is the warehouse address. If a site is entered, maestro* displays the site in its various options. NOTE: This field is used to select a site using the Define Sites option.
Location	Where the item can be found on the site. NOTE: This location is the default value in the various options of maestro*.
UPC	Used to specify the universal product code (UPC). NOTE: The universal product code is always written in upper case. You cannot enter the same universal product code for two different products.
Manufacturer	Manufacturer of the item from Define Manufacturers.
Manuf. Part No.	Used to enter the manufacturer's part number.
Item Type	Used to determine the type of expense to which this item belongs. The choices are: Labour, Material, Equipment, Misc. (miscellaneous) and Subs (subcontractors). NOTES: This type is primarily used for Invoice Preparation (W/O). The type is also used in the Invoicing option of the Service Management module to determine the group and general ledger revenue accounts that are assigned at the time of invoicing. This applies to the material and 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.
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, maestro* prints a subtotal by item type and by subtype if a Labour item type is involved.
Kind of Item	Specifies the kind of item to which the item belongs, mainly for quotations. NOTE: The kind of item can be used in formulas used to define tax calculations, in Define Tax Code Usage.

2. Unit section:

For more information on using this section, please see the Selecting the Item Management Mode topic.

 

Field	Description
Item Management Mode	Allows you to determine how the item’s quantity will be managed in the inventory. Available values: Unit Management by unit. None Is not managed in the inventory, only sold. Technical batch Used for items which format needs to be converted. For example, a box of 12 tubes of glue. NOTES: Item may be received as a unit, but counted under another format. The conversion factor cannot be changed. Serial Number Means that a serial number is required when entering a receipt, sale or any other transaction involving an item code with serial number. Especially used for equipment rental. Variable Size Mainly used for items for which the quantity is counted in surface measure, but used or sold under a format different than the original. Especially useful for metal (steel plates, etc.).
Default Size	Most common size in inventory when used with management method Variable Size. NOTE: This size is defaulted when entering the item in a breakdown grid. Example: For option Technical batch, an item may be managed by volume in the inventory (250 gallon Freon bottle); the unit’s nominal quantity (250) should be entered. For option Variable size, if the item is a cloth roll usually bought in a 2 m x 75 m format, the quantity should be entered as 2 x 75.
Unit	Abbreviation of the item referring to the format used to measure the quantity. For example, m2, ft, etc. Available values: Inventory Unit used when the item is in stock. Supplier Unit used when the item is purchased. Project Unit used when the item is on a project. Customer Unit used when the item is sold to a customer.
Factor	Value used to calculate quantity and unit price conversions if the item is purchased in a format different from the inventory format. Available values: Inventory Value used when the item is in inventory. Supplier Value used when the item is purchased. Project Value used when the item is on a project. Customer Value used when the item is sold to a customer. 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. NOTES: If no precision is specified, maestro* displays 0 as the default value. If 0 is entered, no specification will be made. For two decimals, enter 0.01, and for three decimals, enter 0.001. By entering 1, maestro* will round off the value to the nearest whole number. To round to the nearest tenth, enter 0.1, and so forth.
Invoicing Method	Used to specify the invoicing method when the item is used for equipment rentals. NOTE: This field is only available if timesheet drilling is installed. Three values are available for time drilling: Billable, Automatic (Best Cost) or Non Billable.

3. Accounting Defaults section:

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

 

Field	Description
Expense 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 when invoicing. NOTES: When you enter a revenue account, it is suggested by default when invoicing transactions and will have priority over default revenue accounts defined in activities and groups. This account does not apply to sales from the Service Management module.
Revenue Group	Default revenue group for this item for invoicing purposes.
Tax Codes	Tax codes for the item for purchasing and sales purposes. NOTES: We recommend entering tax codes for specific tax situations. The latter have precedence over those in Supplier Management (purchasing) and Customer Management (sales). To determine the source of the tax code and applicable tax rates, refer to Reading Tax Codes in maestro* topic.
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.
Inventory Activity	Used to determine the activity to which the inventory will be posted. This field is useful to manage exceptions that must not be covered by the default values in the Configurations. NOTES: If a general ledger account is defined in the activity of the item, this account is used for the transfer. Maestro* will use the activity defined in Configuration of the inventory if no activity has been defined for the item. This field is optional and will only be used if a project and a group exist in Configuration, in the Inventory panel.
Cost Management	Used to determine the method for managing costs for using the item. Available values: Average Cost Cost calculated by maestro* during invoicing (purchasing) of items. Management method usually used by default. Non-Stock Used to indicate that the item is not part of the inventory. NOTES: You will be able to add, order and requisition non-inventory items These items have no value and no average cost. They will only be available in the following options: Work Orders and Inventory to Project Transfer to charge projects. The user must enter the value of these items manually every time they are used. The accounting entries will be income entries. Undefined Used to specify that the items are part of the inventory, but that each element is separate. NOTES: You will be able to requisition and order these items. A total value will be maintained for all elements with the same code, but the value of each element will not be kept. An average cost will be calculated, but will not be meaningful. You will be able to use these items in any transaction. The value of these items will have to be entered manually. Accounting entries for these items will include cost and income. Variable Variable cost aims to provide the most accurate cost possible. When maestro* needs to identify the cost of an item, it starts from the source, or a requisition, and moves to the order and then the actual invoice. NOTES: The most accurate cost is the cost on the invoice. If the latter is not entered, maestro* uses the cost on the order. Otherwise, it uses the cost on the requisition if specified. If no costs exist, maestro* uses the average cost. This method is usually used for generic items; a code used for multiple descriptions. In a Work Order, Material used tab, it will be possible to modify an item's description for which the cost management mode is Variable.

4. Purchases and Sales section:

Field	Description
Fixed Cost Price	Fixed cost of the item. Four values can be entered in this field: =0: Nothing is affected. Takes the value from the average cost. >0: The amount replaces that of the average cost. -1: Basic function that shows there is no cost management. -2: Indicates then management of quantities, but not of amounts. NOTES: the -1 value cannot be applied to the inventory-project transfer or the work orders. In accordance with Configuration, this field can be used to select the unit price (UP) for inventory transactions and requisitions. When operating in multidimensional mode, an icon located to the right of the field lets users select the appropriate company prefix.
Quotation Price	Default quotation price. NOTES: In accordance with Configuration, this field can be used as the unit price (UP) for sales transactions. It can be used to calculate the selling price using a discount table. When operating in multidimensional mode, an icon located to the right of the field lets users select the appropriate company prefix.
Selling Price	Default selling price. This function would be used in the case of a generic item that has no cost price or selling price in Catalogue Management. Meaning of the codes: > or = 0 Uses the unit selling price. -1 Uses the unit price and applies the administration 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 Managementif the Use the “Define Customer Pricing” table (Materials)option is checked in Invoicing rate tables. NOTES: When using 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. When operating in multidimensional mode, an icon located to the right of the field lets users select the appropriate company prefix.
Std Purch.Price	Default list price. NOTES: In accordance with Configuration, this field can be used as the unit price (UP) for stock order from catalogue, inventory transactions and requisitions. This field can be used in Maintain Price Lists. When operating in multidimensional mode, an icon located to the right of the field lets users select the appropriate company prefix.
Modification Date	Date on which one of the four price fields has been modified. NOTE : Each time a field is modified, maestro* automatically updates the Modification Date field. The recorded date is the day’s date, as defined by Windows.
Last Purchase	Automatically displays the date of the last transferred purchase. NOTE: This date can be changed, if necessary.
Last Cost	Used to enter the last price paid. NOTES: In accordance with Configuration, this field can be used as the unit price (UP) for Stock Order from Catalogue, inventory transactions and requisitions. This field is automatically updated when the order is transferred.
Last Discount %	Used to enter the percentage of the last discount paid. NOTE: This discount is suggested when entering a Stock Order from Catalogue.
Internal Profit Rate	Rate of profit on the item when sold internally.
Internal Return Rate	Depreciation rate used when returning an item from a project to inventory. NOTE: If the field is empty, maestro*uses the value in Configuration.
Supplier Code	Lets you enter up to four supplier codes from Supplier Management to specify where the item can be purchased. NOTE: Maestro* always saves the last four suppliers used after transactions are transferred.
Item’s ID code	Supplier's item code. NOTE: If the item code is used, it is recommended to display the company's item code AND the supplier's code on the order, to avoid any misunderstandings.
Unit Price	The unit price of an item can be manually entered or be automatically updated by maestro* every time the item code is purchased at the supplier.
%Disc.	Percentage of discount granted for the purchase.
Currency	Currency to be used.
Update Date	Date of the last update.
Fixed	Used to indicate that maestro* should not update the following information when an order is transferred (supplier, price, discount, currency, date updated). Three available values: Checked: The supplier will never be replaced, but the price, discount, currency and date will be updated. Greyed out: No values will be updated by the maestro*on this line. Blank: Do not necessarily keep the information for this supplier. When an order is transferred, maestro* searches for the supplier on the list of four suppliers for each part ordered. According to the result, several actions are possible. If the supplier code is not checked on one line, maestro* updates the price, discount, currency and date updated. If the supplier code is not found and a line is available, maestro* updates the supplier code and the supplier's information. If the supplier code is not found and no lines are available, maestro* replaces the entire line with the oldest update date.
Pack Size	Used to specify the number of units of an item included in a package based on the supplier. NOTES: When a catalogue order is created, maestro* confirms so that the number of units ordered is a multiple of the number of units included in a package, if the pack size field is completed. If orders are generated automatically by maestro*, the quantity ordered will be changed to a multiple of the packaging, for items for which Pack Size is specified. This function should only be used for items whose method for managing elements is set to U-Unit and the factor is 1.

5. Inventory Status section:

Field	Description
On Order	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.
Stock	Quantity and value in stock.

3. Enter the required information in the Miscellaneous tab:

1. Procurement Management section:

It is strongly suggested to use the Procurement Management (MRP 1) option to work with these functionalities. This function requires training adapted to the requirements of companies. We recommend contacting one of our instructors for additional details.

 

Field	Description
Minimum Threshold	Minimum threshold for this item in inventory.
Maximum Threshold	Maximum threshold for this item in inventory.
Economic Order Qty	Minimum quantity to obtain a volume discount.
Daily Consumption	Quantity used per day.
Delivery Days	Number of days for delivery. This field does not trigger "pop-up" alerts - you must instead launch the MRP.
Production Cost Rate	Used to set a production cost rate, which is added to the cost of the item. NOTE: For example, the time required to cut an item before the sale.
Quantity for recipe	Total quantity required for assembly. NOTE: Maestro* calculates the quantities required for the order on a pro rata basis, or the quantity deducted from stock based on this quantity and those entered for each of the items in the Breakdown.
Production Cost Activity	Activity to which the production cost is charged.

2. Various section:

This section is used by thermos windows contractors to enter measurements in square millimetres. Maestro* calculates the quantity in square meters. You can enter the quantities ordered by number of windows and maestro* will calculate the correct unit price. When the different values are entered, maestro* converts the units when a Stock Order from Catalogue is entered. To ensure this works properly, when you enter a Stock Order from Catalogue, the size of the window must be entered in the description of the selected item. For example, 1,078 x 2,018 thermos windows.

 

Field	Description
Divided by	Value used to calculate the conversions when the item is purchased in a format different from the inventory format.
Precision	Precision displayed when using decimals for the item.
Rounding	Quantity from which the value must be rounded.
Substitute	Maestro* indicates the item must no longer be used and must be replaced by the part number indicated in this field. NOTES: Maestro* makes sure when saving that certain important data entered for the original item are identical for the substitute. The validated fields are: Item Description Tab Status (except when inactive) Identification section Units section Item Management Mode Default size All the units All the factors Accounting Defaults section Cost Management Miscellaneous Tab Various section Divided by Precision Rounding In Stock Order from Catalogue, maestro* automatically replaces the part code by its substitute when a number is entered in this field.
Document Required at Receipt	Indicates that a document needs to be joined to the item at its reception. This information is displayed in the Receipt of Goods and Enter a Requisition options when an item from the catalogue is entered.
Description	Description of the required document. For example, a Material Safety Data Sheet.
Special Notes on Purchase Order	Used to tell maestro* that a special note should be printed on the purchase order for this item, if the box is checked. NOTE: When the order is saved, maestro* tells you that the order contains a special note. Consequently, the purchase order form should include a condition that specifies that if the Special Notes on Purchase Order box is checked, a specific message must be displayed. The content of the message should be configured in a form.
Kit	Displays an O (Yes) if the item is an assembly from Define Bill of Materials. Displays an N (No) if it is not.
Old code	Displays the old item number if the Merge Inventory Codes option has been used.

3. Warranty Details section:

This section is used with the Preventive Maintenance options in the Equipment module.

 

Field	Description
Number of Months	Number of months guarantee on the item.
Meter 1:	Available values: Type Type of meter that applies to the warranty. Example: Kilometres or hours. NOTE: The meter code must be created in advance using the Define Usage Meter Types option. Value Meter number.
Meter 2:	Available values: Type 2nd type of meter applicable to the warranty. NOTE: The meter code must be created in advance using the Define Usage Meter Types option. Value Meter number.

4. Equivalent Items section:

Equivalent items are provided for information purposes so that the user can determine which other products could replace the item. Up to four items can be proposed as equivalent.

5. Estimation section:

Field	Description
Resource	Default resource code linked to the item from the Resource Management.
Overhead fee	If checked, indicates that the item is non transferable from a quotation. The item will never be transferred, even if it is part of a lot.
Labour ratio	Used to establish the labour ratios to be used for various scenarios (A, B, C or D). NOTES: This ratio affects the quantity of the resource. The scenarios can represent working conditions that are more difficult than usual, resulting in a higher quantity. For example, if scenario 1 is 1, it means that the quantity of the resource is the same as the item to which the resource is linked. If scenario 2 is 1.5, the quantity of the resource is 1.5 times that of the item to which the resource is linked. This function is used to establish a quantity based on the employee's hourly rate. For example, for work conducted per foot, you can calculate the hourly capacity of the employee times his or her hourly rate. To access the scenario, the resource must be linked to a catalogue item.
Quotation Description	Description that will be displayed on the quotation (advanced quotation) to identify the catalogue items. NOTE: If no quotation description is entered, maestro* displays the item description on quotations.

6. 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, maestro* 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, maestro* 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.
Billable Quantity Source	Lets you define whether the transportation item will be invoiced based on quantity or the fixed price of the ticket.
Internal Sales Amount	Amount used for information purposes in the Inventory Adjustment summary report of the Invoicing and Quarry Tickets modules.
Surcharge	Product code representing a surcharge that needs to be added to the invoice when the product is sold. NOTE: When invoicing quarry tickets, maestro* checks if a code is entered in the field and if so, adds a line on the invoice to include the surcharge. The invoiced quantity is the same as the product quantity and the sell price is determined in the usual method.
Keep imported prices and taxes	If this box is checked, for one or more products on the ticket, the system will keep the price given in the ticket at the moment of the importation of those products, instead of using the price indicated in maestro*. NOTE: By default, this box is not checked.

7. Service Call section:

This section is used with the Service Management module.

 

Field

Description

Billable

Default setting used to determine whether an item is billable or not when returning from a service call. Available values: Depending on the Type of 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. 0-Always The item is always billable by default, regardless of the type of call entered. 2-Never The item is never billable by default.

4. Click Save.

 

See also

• Define Item Classifications
• Stock Order from Catalogue
• Configuration – Purchasing
• Requisition
• Define Manufacturers
• Procurement Management (MRP 1)
• Maintain Price Lists
• Supplier Management
• Define Bill of Materials
• Merging Inventory Codes
• Resource Management
• Define Usage Meter Types
• Transport Rates
• Catalogue Inquiry
• How to Reading Tax Codes in maestro*
• How to Selecting the Item Management Mode
• How to Change management : creating a stock order from catalogue
• How to Using Kit in Work Orders
• How to Reading Locations for inventory items
• How to Entering items using bar codes
• How to Sale of an assembly and the impact on the inventory
• How to Managing Trades for the Homebuilding Industry
• How to Troubleshooting - Catalogue Management and Inventory Imbalances

 

Last modification: November 12, 2024