In the screen below we
see that up to 15 chart-of-account numbers can be associated with each
inventory item. To the novice, inputting this much data may seem like a
living nightmare. However this is an admirable feature because these
“default-rich” settings helps Great Plains understand which accounts to
debit and credit – as a result, the user does not have to even stop
think about selecting an account number from a list. This is important
because user error is the number one cause for improper bookkeeping.
When you remove the debit/credit account decision from the user’s data
input routine, not only do you speed up the data entry process, but you
increase accuracy of the accounting system as well.
In this screen
(above) we see some EOQ modeling options, and other critical item
information. In the screens below we see the ability to control the
units of measure (imploding and exploding quantities), default vendor
settings, and other features. You would also use this
Item Quantities Maintenance window to update and review information
about the quantities of a specific item at a specific site. (The
information that you can enter depends on whether you’re using Purchase
Order Processing.) Before you
begin this procedure, be sure that you’ve already entered beginning
quantities for the item-site combination.
When you assign items to a site, purchase receipts and
quantity information are maintained for that item-site combination. If
you transfer items to another site, purchase receipt information—such as
cost—also is transferred.
To do this, you must define sites and then
create item-site relationships. For example, you might have a North
warehouse and a South warehouse. To be able to stock an item at both
warehouses, you must assign the item to both sites. Every inventoried
item must be assigned to at least one site. You can define as many sites
as you need, and you can assign each item to as many sites as necessary.
You would use the Item
Purchasing Options Maintenance window shown above to enter information
about how an item is to be purchased. For example, if you can buy an
item by the pound, you might want to also be able to purchase that item
in fractional amounts, such as half- or quarter-pounds. You could also
specify what fractions of each unit of measure in an item’s unit of
measure schedule can be used for purchasing. For example, if a unit of
measure for nails is pounds, you might set up purchasing options for the
nails so that you also can purchase nails in half- or even quarter-pound
increments.
You
would use the Item Vendors Maintenance window shown above to assign
vendors to an item. In additon, various EOQ modeling information can be
entered as well – this informatiuon will be useful later for producing
just-in-time reorder reports, among other benefits.
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