M9-IM-1220 Apparel Matrix for Inventory and Sales Order

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Contents

Synopsis

This Extended Solution to the standard MAS 90 MAS 200 Inventory Management module enables you to specify an item as a ‘Master’ Item and to setup a list of ‘Associated’ Items for each Master Item. During Sales Order Entry, as you key in a Master Item, a list of all of its Associated Items will pop up. You can browse this list, filling in quantities to order for each of the Associated Items. As you exit this window, Sales Order lines will be populated with the selected items in the window and the appropriate order quantity.

Additional functionality is available if you have Sage Software Extended Solution IM-1168: Price Code Pricing Records by Unit of Measure and IM-1253: Sales Promos with a Discount Amount installed and enabled.


Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Extended Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Extended Solution.

Setup

Upon completion of software installation, you will need to access the Inventory Management options screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the ‘Enable Extended Solution’ box to activate this Extended Solution (Figure 1).

IM-1220 Setup Options
Figure 1


Answer the following prompts:

CI ITEM UDF FOR MASTER ITEM: Specify a check-box type custom office UDF which will denote which inventory items are Master items.
CI ITEM UDF FOR DISPLAY: Specify a multi-line string type custom office UDF to display in the pop up window during Sales Order entry.
METHOD OF ENTRY: Select ‘List Box’ or ‘Grid.’ See Operations for details.
QUICK ENTRY (BYPASS OK BUTTON): This option is only available if List Box is selected as the entry method. If you check this box, during Associated Item Selection in Sales Order and Invoice Data entry, you can press the <ENTER> key after entering a quantity to advance to the next line.
ALTERNATE GRID FORMAT: This option is only available if Grid is selected as the entry method. If you check this box, the grid will only have 2 rows, ‘Qty Ordered’ and ‘Qty Available.’ These fields will be masked as #####. See Operations for details.
INSUFFICIENT QTY CHECK DURING LINE ADDITION: This option is only available if the Sales Order Setup question ‘Check for Qty On Hand During Data Entry’ has been checked. When associated items are being added to a sales order, the standard ‘Insufficient Qty’ warning will pop up when needed.
USE DESCRIPTION AS COLUMN HEADING: This option is only available if Grid is selected as the entry method. When selected in setup, the value in the Associated Group Maintenance Size Description field will be used as the column heading in the Associated Item Entry grid in Sales Order and SO Invoice Entry.
POPULATE GROUP CODE: This button is only available if Grid is selected as the entry method. When selected, the user is prompted to update Existing Associated Item records with a Group Code. The user can proceed or cancel from this prompt (Figure 1a). This utility is intended for one-time use to write the Group Code to existing Associated item records in the Associated Item file.


IM-1220 Group Code Fields Message
Figure 1a


Roles/Tasks
The following Tasks have been added to Role Maintenance:

  • ‘Associated Item Lookup’, can be found under Sales Order, Inquiry.
  • ‘Associated Items Group Maintenance’, can be found under Inventory Management, Setup.

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Operation

Group Maintenance

This new menu option will be added to the I/M Setup Menu when ‘Grid’ is chosen as the Method of Entry in Setup.

When you select this option, you will be prompted for a one character ‘Group Code’(Figure 2).

IM-1220 Associated Items Group Maintenance
Figure 2


Once you have defined the Group Code, you can then set up an unlimited number of three character ‘Sizes’, along with ‘Descriptions’, that you associate with this Group Code. You can rearrange the order of the Sizes by using the up arrow and down arrow buttons. Click the printer button to print a listing (Figure 3).

IM-1220 Associated Items Group Listing


Item Maintenance

When the check-box type custom office UDF specified in Setup is checked, you will have access to an ‘Associated Items’ link (Figure 4).

IM-1220 Item Maintenance
Figure 4


This link will pop up a window where you can define a list of Associated Items (Figure 5 (grid method) and 5a (list box method)). You can rearrange the order of the items by using the up arrow and down arrow buttons. Associated items will be displayed in the same order in Sales Order and Invoice Entry. Explosion onto Sales Order/Invoice lines will be in this order as well.

If you are using the List Box method, any Item Number is allowed. If you are using the Grid Method, then the Associated Item Numbers must be constructed with the Master Item Number as the beginning characters of the Associated Item Number.

IM-1220 Associated Items Maintenance
Figure 5


IM-1220 Associated Items Maintenance
Figure 5a


A Master Item cannot be an Associated Item for another Master Item. Every time you accept a Master Item or click the ‘Assoc. Items’ button, the program will check if this item is set up as an Associated Item for another Master Item. If it is set up for another Master Item, the custom office UDF will be automatically unchecked and you will receive a warning (Figure 6).

IM-1220 Associated Item Msg
Figure 6


If you uncheck the Master Item UDF, and there are existing Associated Item records, you will be prompted to delete those records (Figure 7).

IM-1220 Associated Item Msg
Figure 7


If you selected ‘Grid’ for Method of Entry in Setup, the following processing will occur:

If the Item Number’s length is 11 characters or less (or less than 27 characters when using expanded item codes), AND denotes this item to be a ‘Master Item’, then when you click the ‘Associated Item’ button, you will be presented with two radio button options: ‘Associated Items Maintenance’ and ‘Create New Items’ (Figure 8).

IM-1220 Item Option Select
Figure 8


If you select ‘Create New Items,’ you will be prompted for a Group Code (Figure 9).

IM-1220 Group Code
Figure 9


Click ‘Proceed.’ The system will then create a series of new items where the Item Number is the Master Item, a dash, and then a two character size from the Group ID entered. One Inventory Item will be created for each size. All Masterfile (including Extended Item Description, Alternate Item information, Vendor information, Alias Item information, and IT information) and pricing information will copy to each of these newly created items AND each newly-created item will populate the Associated Items file for this Master item.


Sales Order and Invoice Entry – List Box Method
If you selected ‘List Box’ as the Method of Entry, then during Sales Order and Sales Order Invoice line entry, after you key in a Master Item number, you will be presented with a pop-up window displaying the following information (Figure 10):

  • Master Item Description
  • Multi-line custom office UDF specified in Setup (first 30 characters)
  • All associated items, listed with
    • Item Number
    • Item Description
    • Qty On Hand
    • Qty On SO
    • Qty to Order


IM-1220 Associated Item Selection
Figure 10


Qty On Hand: the current quantity on hand for each item in the Order header Warehouse.
Qty On SO: the current value in the ‘On SO’ bucket in the Item Warehouse detail file (IM2) for the Order header Warehouse.
Qty to Order: defaults to 0, it is the only enterable field.

Here you enter the Quantity to Order for each Associated Item. If you specified in Setup to use Quick Entry, then you can exit a line and save its Quantity to Order by pressing the <ENTER> key. If you did not elect to use Quick Entry, then you will need to click the ‘OK’ button in order to exit a line and save its Quantity to Order. Click ‘Accept’ when you are ready to add these items to the order. The Master Item will be removed, and all Associated Items with a non-zero ‘Qty to Order’ will be added to the Order. Only Item Numbers and Quantity Ordered will be populated via this pop-up window; all other fields will default per standard MAS 90 MAS 200.

As Associated Items are added to an order/invoice via the process described above,

  • you will only receive the ‘Entry Exceeds Available Quantity’ warning message if the ‘Insufficient Qty Check During Line Addition’ option in Setup is checked.
  • kit items will not explode.
  • you will not be prompted to distribute lot/serial item when the item is added to an invoice; you will need to do the distribution afterward.

No additional standard MAS 90 or Extended Solution line level processing will occur as these lines are added to the order (i.e., if you have Custom Office Line UDFs, you will not be prompted to define them).


Sales Order and Invoice Entry – Grid Method
If you selected ‘Grid’ for Method of Entry in Setup, after you key in a Master Item, a grid style pop up will be presented (Figure 11).

IM-1220 Associated Item Entry
Figure 11


If you selected ‘Use Description for Column Heading’ in Setup, the value in the Associated Group Maintenance Size Description field will be used as the column heading in the Associated Item Entry grid (Figure 11a).

IM-1220 Associated Item Entry
Figure 11a


The master item will display on the far left, followed by a series of columns, each one listing the Associated Items from the Associated Items file for this Item. The column headings for the Associated Item Numbers will be the characters that follow the dash. Key in the ‘Qty Ordered’ under each ‘Size.’ The grid will have a sliding bar to account for all Associated Items which might not fit onscreen. There will be a ‘Unit Price,’ an ‘Extension,’ and a ‘Qty Available’ field located under each Size’s Qty field.

While the cursor is on the Qty Ordered field under any given ‘Size,’ the Unit Price field below that will display the Customer’s Unit Price for a Qty of one of that item. After you key in a Quantity, you will advance to the next Size’s Qty field. The ‘Unit Price’ field under each Qty will be recalculated as changes to Qty’s warrant. The Unit Price field may be overridden. You will need to place their cursor on the field manually, as no Tab stops will be set on the Unit Price fields. The Quantity Ordered times the Unit Price will display in the extension. No entry is allowed in the Extension field.

If you checked the ‘Alternate Grid Format’ option in Setup, the grid will only have 2 rows, Qty Ordered and Qty Available (Figure 12). The Qty fields will be masked as #####. There will be only 1 Price field for the whole grid and the default is the master item’s unit price for the Qty of 1. All associated items will have the same Unit Price when explosion takes place. Unit Price will not be automatically adjusted based on Qty Ordered.

IM-1220 Associated Item Entry
Figure 12


The standard MAS 90 MAS 200 Customer Purchase History button will be available in the bottom of both windows.

There will also be an Open PO button. When you click this button, you will be presented with a list of open Purchase Orders that reference a particular associated Item Number, the Qty Ordered on the Purchase Order, and the Line’s Expected Receipt Date (Figure 13).

IM-1220 Open Purchase Order List


When all quantities and price overrides have been entered and you are satisfied with your data entry, click ‘OK’ and the grid will ‘explode.’ Sales Order line entry will be populated with one line per item that had a Qty Ordered in the grid not equal to zero, with its corresponding Unit Price.


Integration with IM-1168

If you selected ‘Grid Entry’ as the Method of Entry and you have an IM-1168 pricing record in use (wither U/M or U/M Price Override) for any of the Associated Items, then a ‘Quantity Break Down By Unit of Measure’ window will appear any time you enter a Quantity Ordered or hit F2 on that field. This window will display all of the Units of Measure associated with this IM-1168 pricing record and the corresponding Unit Price (Figure 14).

IM-1220 Quantity Break Down by UM


The Totals at the bottom of the window reflect the total quantity ordered in the standard Unit of Measure. This value is then broken out into Units Of Measure based on the UOM with the largest UOM conversion factor which can be filled, then using smaller UOMs for what remains. The Unit Price associated with the Totals section of the Quantity Break Down window is the same value that is used for Unit Price in the Grid. It is the average Unit Price per the item’s standard UOM and will not be used in the sales order. This is displayed for reference only.

If the total quantity in the item’s standard UOM is changed, then the quantity for each UOM will be recalculated. If the quantity for a particular UOM is changed, the program will only recalculate the total quantity but NOT the quantity for other UOMs; click the ‘Rebalance’ button to recalculate the quantity for other UOMs.

For example:
If the original Total Qty Ordered = 100 EACH (8 DOZ + 4 EACH), and you change the 4 EACH to 13 EACH, the Total Qty Ordered will = 109 EACH. Click the ‘Rebalance’ button to recalculate the distribution to 9 DOZ and 1 EACH.

The IM-1168 pricing will override other standard MAS 90 MAS 200 pricing structures (e.g., pricing by item, customer, and sales promotion) unless IM-1253: Sales Promos with a Discount Amount is also installed with IM-1168, and there is a Sales Promo with a Discount Amount in effect for the item as well as an IM-1168 ‘U/M Price Override’ pricing record. If so, then the UOM Unit Price in the Quantity Break Down window will reflect that fact per IM-1253’s logic. (See IM-1253, Operation for more information.)

When you click ‘Accept,’ the Qty Ordered, Unit Price, and Extension in the grid will be refreshed. When you click ‘OK’ to leave the grid, one line per associated item/UM will be added to the sales order with each UOMs own Unit Price used.


Merging Items

When merging master and non-master items using the Item Delete/Renumber/Merge utility, special processing occurs to make sure that master item doesn’t end up an associated item and a non-master item doesn’t end up having associated items.

If a non-master item is merged into a master item and that non-master item is an associated item for other master items, those records will be deleted.

If a master item is merged into a non-master item, all existing associated item records for that master item will be deleted.


Associated Item Lookup

A new menu option 'Associated Item Lookup' (Figure 15) has been added to the Sales Order Inquiries menu. Enter a master item number and its associated items will be listed with quantity on hand in the associated item's default warehouse.

IM-1220 Associated Item Lookup
Figure 15


Forms

The Master Item Number, Master Item Description, Associated Item Size (Attribute), and Associated Item Size Description (Attribute Desc) have been added to the SO Sales Order Work and SO Invoice Work files. This allows items and quantity ordered to be printed by using a subreport with cross tabs (Figure 16). You need to run Verify Database in order for these fields to appear.

IM-1220 Items and Quantity Ordered

Visual Integrator

The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes.

IM-1220 Visual Integrator

The Data Dictionary may contain other files and data fields that are not available without their corresponding Extended Solutions installed.

Crystal Reports and the ODBC Dictionary

The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes.

IM-1220 ODBC Dictionary

Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed.

What’s New

With the 08-10-11 release:

  • Supports the expanded item code feature released in 4.40.

With the 9-19-08 release:

  • Added ‘Attribute Description’ field to Group Maintenance
  • Added Group Code to the Associated Item File and Maintenance
  • Added Utility in Setup to populate group code field in existing records
  • Added setup option to ‘Use Description as Column Heading’
  • Added new fields to sales order and invoice work files


Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

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