The Co-op/Drop Ship Item Maintenance program is used to set up and to maintain co-op item detail such as item description, quantity cost and price breaks, imprint window template, or to view sales history.  This data is then imported directly into order entry to expedite order writing.

The Co-op/Drop Ship Item Maintenance is an exact screen duplicate of Inventory Item Maintenance.  The options window, although, is somewhat different.

Co-op Item Setup

Program ID.  Enter the program under which the items will be held.  Set up this program in Inventory & Sales Program Setup on the IFM menu.  Co-op and fulfillment items may occupy the same program.

Item Number.  Enter the item number to setup.  The system will prompt Verify: Add New Item? (Y/N).  If this is a new item, enter "Y" .  If the item number entered is an existing item and the Add New Item? prompt displays, enter "N" and recheck the accuracy of the number entered.  To display existing items, enter "?".  If an item number is in the Item Number field, enter a down arrow to display the next item on the list.

Item Description.  Enter a short description of the item.  A maximum of 25 characters may be entered.  This is a required field.

Blanket PO No.  If a blanket PO is being used, enter the PO number in this field.  In Order Entry, the blanket PO number will be referenced.  An additional PO number for the order may still be entered.  If a blanket PO number is entered in Inventory & Sales Program Setup on the IFM menu, the number will default into this field on new item setup.

Discontinued.  If an item is to be discontinued, enter "Y".  The system defaults to "N".

Vendor Number.  Enter the vendor number through whom this item is ordered most of the time.  This vendor number will default to Order Entry, but can be overridden.  This is a required field. 

Min Order Quant.  Enter the minimum quantity that can be ordered from the vendor.  EOQ is Economic Order Quantity.  Enter the most economical quantity that should be ordered from the vendor.  Enter the minimum quantity the customer can order.  If a quantity is entered in Order Entry that is less than the minimum quantity entered in this field, a warning box will display stating the minimum quantity.  This will not stop the order from being entered.  It is up to the operator to notify management of an order amount under the minimum quantity.

Item Type.  The item type for Co-op items will always be D=Drop Ship.  The system will default to this item type.

Quant Breaks.  Enter the quantity breaks given by the vendor and to the customer.  The vendor is the cost breaks and the customer is the price breaks.  DO NOT ENTER DOLLAR AMOUNTS IN THIS FIELD.  These are the quantity breaks.  The dollar breaks are entered later in the setup.  Enter the minimum quantity for the quantity breaks to take effect.  Example:  If the quantity break on an item is, for instance, 1-24 items for $5.00, and 25 and up for $4.50, then enter 1 in quantity break 1 and 25 in quantity break 2.

Combined Pricing Code.  This is a user-defined code to group like items into the quantity break category.  Example: Four different size shirts are on the order.  These four shirts are the same shirt, just different sizes, S, M, L, and XL.  The quantity and price breaks for the items are identical.  If a customer orders 8 small, 8 medium, 8 large, and 8 X-large, the total would be 32 shirts ordered.  If the quantity breaks for all four shirts were 1-24, and 25-36, the customer would receive pricing based on quantity break 2.  If no Combined Pricing Code is entered, the customer pays full retail for all 32 shirts.

Bin Location.  This field is not used as none of the items in the Co-op database are inventory items.

Item Status.  Item status code is a user definable code used to identify a category or type of item for reporting purposes.  An example of an item status code might be M for Mugs, S for shirts, C for clothing, etc.  Several sales reports pull data bases on item status codes.

Group Codes.  This field is used for E-Commerce purposes.

Royalty Code.  Royalty codes are codes entered to identify items sold which require remittance back to an entity, such as Coca-Cola, Pepsi, General Motors, etc.  Royalty codes can be entered onto an item in Order Entry, setup on the item itself, or setup on the customer that only purchases these royalty items.  Royalty codes are setup in Royalty Code Maintenance on the SEI menu.  Royalty codes may be a percentage of the sale amount or a fixed amount.  If fixed amount, the royalty percentage must be set to zero.

Weight.  This is a memo field used by sales or the purchasing department to help with the freight calculation for items ordered.  If the sales agent knew that the item being ordered weighed 25 pounds, the agent would be able to closely calculate the freight amount for the item ordered.

UOM.  Unit of Measure.  If the weight is 25 pounds, is this per item, per box, per crate contain 100 items, etc.  This is also a memo field used for sales and purchasing.

Lead Time.  This is a memo field to assist in the calculation of the length of time needed to order an item and get the item to the customer on the customer's required ship date.

Add Desc.  Added Description is not fully implemented at this time.

S/A Code.  Sales Analysis categories are not fully implemented at this time.

Once the information is entered in the first window, an options window will appear.  The highlight bar will be on F6=Cost/Price Maint.  This is the access to the window that adds components to the item entered.

Every item in the system must have at least one component.  The component for a blank white T-shirt would be a blank white T-shirt.  The components for a golf kit might be 3 golf balls, 3 golf tees, and a golf tool.  To add components to an item, select F6.

Option Window

F5=Change Header.  If, after entering the information in the first window, certain fields are noticed to be in error, select F5.  The prompt will read Enter a line number (1-18), F4=End.  Enter the line number to be changed or modified.  Select F4 to return to the options window.

F6=Cost/Price Maintenance.  This option enables components to be set up or added to the item entered.  This option displays two separate windows through which the components are entered.  F6=Cost/Price Maint will be discussed in detail later in the sections titled Item Component Selection and Item Component Detail Maintenance.

F7=Imprint Template.  Some items entered are embroidered or screen printed the exact same every time sold.  If this is the case, select F7 to display the Imprint Template window.  This is the same screen that displays in Order Entry. Enter the imprint instructions for the item. When the item is entered onto an order in Order Entry, the imprint template will default to the order.  This is useful in saving keystrokes to enter the imprint instructions every time an order is entered for this item.

F8=Notepad.  To enter notes concerning the item, select F8.  Enter into the notepad any notes that would give the order entry operator, or anyone else that accesses this item number, information that would assist in the entry of the order.  Enter information such as companion items, embroidery notes for M order attachments, etc.  NOTE: When entries are made in any notepad in the system, there are a few shortcuts. 

sF5.  This entry will display the date, time and the operator ID logged on that terminal into the notepad. 

CTRL A.  Press and hold the control key and touch "A".  This will insert blank lines into the notepad.  When a new note is entered, select CTRL A to move the lines of the previous notes down.

CTRL D.  Press and hold the control key and touch "D".  This will delete lines from the notepad.  Set the cursor on the line to be deleted and select CTRL D.

F2=Purchasing Notepad.  This option is a memo notepad for the item detail only.  This does not display in Order Entry.

F9=Delete Item.  This option removes an item from the database.  If an item is entered and found to be in the wrong program, or the item is an existing item and is discontinued, select F9.  Items cannot be deleted if there are any open orders in the system.

F10=Copy Item.  This option is a keystroke saver.  If an item is in a discontinued program and a new program is being entered with the same items, select F10.  This will display the Item Copy Utility window. Enter the program ID the item is to be copied to and the item type, Co-op or Fulfillment.  If the item number changes in the new program, enter the new item number.  The copy mode can be B=Basic Setup Only or A=All.  Basic Setup means that only the basic setup information will be copied.  The sales history stays with the original item.  If All is selected, the basic setup information and the sales history will be imported into the new item in the new program.  If all, or at least most, of the items in a program are to be copied, use Program to Program Item Copy Utility on the IFM menu.  Any item not to be used in the new program can be deleted.

F11-Sales History.  To display the sales history for an item, select F11.  This will display the Sales History window.  This window shows the sales for the item for the current year and last year.  The information includes Sales (dollars), Quant (quantity sold), and Ords (number of orders for this item).  The window also shows the date of the last order and the last 5-6 order numbers pertaining to this item.

sF6=Extended Description.  This option is not fully implemented at this time.

sF7=G/L Distribution.  As discussed in Inventory & Sales Program Setup, a program can be set up to distribute to a particular General Ledger account or accounts.  The same is true of items.  If the accounting system is departmentalized and the items are to distribute to specific General Ledger accounts based on the item, select sF7.  Enter the General Ledger accounts for Sales, Cost of Sales and Non-Inventory Expense Offset.  This will distribute to the accounts as the items are purchased and sold.  If no G/L account distribution is entered for an item, the distribution will default to the program G/L distribution.  If accounts are entered, the item G/L distribution will override the program G/L distribution.

sF8=Export Information.  This information should be included on all items where, if shipped internationally, must be declared on the NAFTA documents.  The entries in this field will automatically import into the International Shipping Documents.

sF9=Other Pricing Info.  This option is not fully implemented at this time.

Item Component Selection

After pressing Enter past field 18, the options window will appear.  The option F6=Cost/Price Maint. will already be highlighted.  Press enter to display a smaller window titled Item Component Selection for Item: xxxx.  The prompt in the window will read Enter=Select, A=Add, D=Delete, F4=End. 

Enter=Select.  To select an existing component for maintenance, as in, cost change, price change, etc, press Enter after highlighting the component.  This will display a third window titled Item Component Detail Maintenance.  Make the necessary changes to the component in this third window.  An explanation of the Item Component Detail Maintenance window will follow.

A=Add.  To add components to the item, enter "A".  This will, again, display the Item Component Detail Maintenance window.  An explanation as to the field in this window will follow.

D=Delete.  If the components of an item change, a component may be deleted from the item by entering "D".  The component will disappear from the list.  The third window will not display.

Item Component Detail Maintenance

Component Type.  Enter the component type M=Misc , I=Inv.

M=Misc.  A miscellaneous component is a component ordered from a vendor.  This is any component that is procured from a source other than the warehouse.  The PROG: field will not prompt.

I=Inv.  An inventory component is a component pulled from within the inventory warehouse.  If an item is entered that is made of components already in inventory, the component type will be "I".  Inventory components are used only on inventory fulfillment items and inventory orders.

Program.  This field will not prompt in this menu option.  All components to co-op items will be "M" components.

Ven Item#.  Enter the vendor's item number of the item being ordered.  This is the item number that will print on the purchase order. The description will display automatically.

Cust Item#.  This entry will display automatically defaulting from the Item Number field on the first window.  The description displays automatically.

Actual Cost.  This is the cost from the vendor.  Enter the cost into the Quant 1 field.  If quantity breaks were entered in the first window, the system will prompt for a cost in the exact number of columns as the quantity breaks entered in the first window.

Salesman Cost.  If, for commission purposes, the cost for calculation commission is higher than the actual cost, enter the higher cost into this field.  ONLY THE FIRST COLUMN WILL PROMPT.  An example of this would be if the costs were bumped 5% for overhead and administration costs.

Cat Price.  This is the customer's price.  If the quantity breaks were entered in the first window, the system will prompt for price breaks for the same number of columns as the quantity breaks entered in the first window.

Cust Owned.  This field is only used in Inventory Item Maintenance for fulfillment inventory items.

Force quantity to 0/1.  For the most part, enter 0 into this field.  This would tell the system to set the quantity of this component to the amount of the order quantity.  For one time items such as set up charges, PMS color charges, etc, enter 1 in this field.  This will force the quantity to be set to 1, regardless of the order quantity.

Cost Commissionable.  If the cost is to be used in the commission calculation, enter "Y".  If the item is not commissionable or the commissions are calculated on sale and not gross profit, enter "N".

Is this an "X" item.  This makes the item an internal cost item.  Normally this field is left blank.  Be careful if setting up X cost components as purchasing them will not affect the G/L and a manual Journal Entry will need to be made. 

Auto deselect for customer.  This field is not fully implemented at this time.  The system will default to "N".

Price Commissionable.  If the item is commissionable using the price in the calculation, enter "Y".  If the item is non-commissionable, enter "N".

Component multiplier.  If an item has more than one of the same component, do not enter the component more than once.  Change the component multiplier to match the number of identical components on this item.  The system defaults to 1.

To modify any field in the Item Component Detail Maintenance window, enter the section to be changed and press Enter until the field requiring the modification is reached.  The Item Component Detail Maintenance window is divided into three sections, denoted by the numbers on the left side of the window.  By entering the section in which the modification is to take place, pressing Enter through the entire window is not necessary.  Co-op items have been modified to support Combined Pricing Codes.  This allows Co-Op items to be grouped with a Combined Pricing Code so that if a customer orders enough of more than one SKU of the same item and has enough to get above the price break with the combined quantities, then the price break will be given.