Define Item Types

The definition of item types provides stores management with flexibility in setting up their inventory. Using the Define Item Types window, you can define an item type, then establish the rules for processing items of that group.

The delivered version of TabWare has pre-defined item types for Stock, Nonstock, General, and Service. You have the option of deleting one or more of these suggested types. However, an item type cannot be deleted if there is an invoice, a requisition, a purchase order, or an RFQ in progress for it. You can also add to the list based on your needs.

If you choose to use one or more of the suggested types, you have the option of giving each one a different description.

Permanent: Items of this type have a permanent record in the inventory item table. It stays in the table until a user with appropriate privileges deletes it through the Item Notebook.

Temporary: Items of this type have a temporary record added to the inventory item table when it is requested on a requisition. Creating a record provides for tracking the item from requisition through receipt, into stores, and subsequent issue. There is automatic purging from the item table when the associated requisition plus any related work order records have been purged.

No Item Created: Items of this type do not have a record on the inventory item table. Either there is questionable value in tracking quantities for such an item or, in the case of services, there may not be quantities to track.

Use the dropdowns list to select categories to update for particular item types on the Cost Tab of the Work Order Notebook.

Enter a percentage of units of the selected item type that represents the amount acceptable for over-receipt. Receipts exceeding this amount will not be acceptable.

Click the dropdown arrow to select an order method to be used as the default for the item type.

When using the Work Order Status Change window, you may be notified that you cannot reserve a planned item because it is in a shortage position. For selected item types, such as Services, you can prevent this message from appearing by choosing this option.

Generally, TabWare will not allow the completion of a work order until all outside-purchase items planned on the work order have either been received complete or rejected for purchase. Check this option for item types that should not prevent work order completion. For example, you may want to enable this option for Services, where the invoice constitutes the receipt.

Through Security, users can be assigned to a group with limited privileges when creating a requisition. Using this option, you can control the item types that the technician can request.

You may want to create an item type called Obsolete. Selecting this option would then prevent future reorders from being processed for items of that type.

When creating a requisition, it may not always make sense to have the requester add additional purchasing information. For example, under a vendor stocking agreement, you would not need a recommended supplier name added to the requisition.

This flag applies when creating a requisition and charging a work order or account. An authorized user can always enter unit cost on a reorder requisition. There may be cases where an item carries a unit cost on the inventory record, but it does not have the needed accuracy. During planning, this option lets the user enter a realistic unit cost.

Select this option if you want the item you are defining to be placed in the category In Receiving instead of immediately incrementing the quantity on hand. Items placed In Receiving are later moved to Qty on Hand through the Move Receipts into Bins window.

If you are creating a requisition and charging to a work order or account, select this option to get automatic approval (automatic approval does not apply to reorder requisitions).

If this option is selected, no check is made to see if the item is in surplus at other stores locations at the time the requisition line is entered, updated, reviewed, or approved. The process includes a check for a surplus in stores locations other than the one requested and the stores location on the requisition line.

This check determines if an item on a requisition is in surplus in other stores locations. The dollar amount entered in the block after “exceeds” is the dollar limit that the item’s unit cost must exceed in order to receive the warning message. The edit is performed at the time the requisition line is entered or quantity requested is updated, reviewed, or approved. The edit includes a check for a surplus in stores locations other than the one requested and the stores location on the requisition line.

When you select this option, a requested item should appear on picklists that will be processed by stores personnel.

This flag decides if an item is a candidate for cycle count management. It operates in connection with cycle counting parameters included as Inventory Setup Options.

Some items, like Services, will always be an outside purchase. The alternative is carried in storeroom. Check this box to indicate that the items will always be purchased outside.

Select this option if you want TabWare to notify the job function defined for the storeroom when an item of this type is received. For more information, see Receiving Messages for a Job Function in Messaging.

With this option selected, upon receipt of the item type being defined, TabWare sends the following message to the requester: Item xxxx on Requisition XXXXX has been received. The purchase order number is xxxx.

Select this option if users should not be able to request items of this type on Manual Order Requisitions (these are the requisitions numbered as MOYYYYMMDD).

Select this option if users should not be able to request items of this type on Work Order Requisitions.

Enabling this option for an item type lets you create purchase orders where the quantity ordered is always 1 and the monetary value of the contract appears in the unit cost field. If you are using the Invoice Matching module, turning on this option automatically disables the option Automatic Issue Upon Receipt. Item types for which this option has been enabled can only be used on Service Contract purchase orders.