SFSD Procurement and Inventory Solution - Product Setup

Approved Products (List and Detail)

Approved Products are all active specifications in the software that have either been awarded through the Bid Evaluation module, have been imported from a vendor bid worksheet, or have manually entered into the system. Approved Products serve as the Master Item List for generating or maintaining Inventory Base Files, Order Guides, or Inventory Worksheets.

Useful tips for using this screen:

• Filtering and Sorting options may be accessed by right-clicking in any cell.
• The Quick Find textbox can be used to quickly locate an item by the first letters of the specification description.
• Double-Click any row to view details for any item.
• The information displayed in the grid may be edited and updated directly.

The Approved Products Detail Update screen is used to modify existing approved products or to add new approved products. Approved products can be added by selecting the Add New button from the Approved Products screen. Approved products may be modified by double clicking the mouse pointer on the record to be modified. This screen is perhaps the most important screen in the software as it affects all areas of product costing, ordering, inventory functions and warehouse redistribution.

Most of the data entry and selection options on this screen are self-explanatory. The following areas may require clarification:

• Vendor Shelf #: The item number used by the vendor to identify a particular item.
• Substitution #: The vendor shelf # of an item that may be substituted for the selected item.
• UPC/Stock No: The barcode number for an individual item.
• SCC Code: The barcode number for a bulk delivery unit. (usually case)
• Display on Order Guide: Use this flag to define an item's visibility when printing order guides. This flag is universal and also works with the web ordering component to hide or show approved products lists for all schools.
• Display on Inventory Worksheet: Use this flag to define an item's visibility when printing inventory count worksheets. This flag should remain checked for all items that are not 100% delpleted or for which no inventory records have been written.
• Flag as Commodity Item: This flag determines if an item is flagged as a commodity item when placing, approving, and receiving orders. This controls the default selection only. This setting may be overridden upon order receipt.
• Other Expenses Setup: This button allows for the tracking of additional expenses associated with an item such as delivery surcharges and commodity processing fees.
• Delivery Container Breakdown: This section defines product costing for Bid Evaluation, Warehouse Redistribution, and Inventory Shelf Units. A clear understanding of this section is extremely important!!!
• Bid Evaluation - By Pack and By Yield rows only pertain to the Bid Evaluation module and are used to arrive at a lowest cost per common unit size and type. Yield provides a solution to the issue of evaluaing products such as chemicals that may be sold in differing concentrations.
• Warehouse Shelf Units: This line defines the per unit costing for items as distributed from the default warehouse. This affects the ordering descriptions on warehouse order guides. In the example above, Canned Beets may be ordered from the warehouse by the can at a cost of $3.75 each.
• Local School Shelf Units: This line defines the per unit costing for items upon receipt from the default warehouse. Consider the following example:
  
  This example is for Sanitary Gloves which schools are allowed to order by the box at a cost of $3.10. A school orders 2 boxes. Upon receipt the school is charged $6.20 for the two boxes, and receives 100 pairs of gloves into inventory at $0.62 per pair. At physical inventory, the manager counts boxes and pairs, and calculates the total number of pairs. If 4 pairs may be counted, the inventory value for this item, then, is $2.48.

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