Overview

The Item Maintenance screen allows users to view and modify the information for existing items, as well as create new items.  This screen can be accessed from the main Inventory Lookup or from within the sales document line item lookup.

Creating a New Item

From Inventory Lookup

Open Inventory Lookup and click the New Item button. The Item Maintenance screen appears. Skip to the Item Maintenance section of this document to continue.

From Item Maintenance (5.6.10+)

There is a New button that can be used to create items directly within the maintenance screen. 

Skip to the Item Maintenance section to continue.

From a Sales Document

Open a sales document with a non-inventory item or add a new non-inventory item to a sales document. Right-click on the non-inventory item and select Convert Item.

The Item Maintenance screen appears. Continue to the Item Maintenance Section below.

Item Maintenance

Enter the new item information in the Item Information tab (see the SalesPad User Defined Fields document for information on adding item UDFs).

Note: Use the Copy From Item field to enter an existing item number from which to copy item information. You can also use the ellipsis (…) button to open a new Inventory Lookup to find an item for copying. This field is accessible for new items only.

If the item needs vendor-specific details set up, select the Vendor Information tab and click the New button. Select the Vendor ID for the item vendor, and then specify the Vendor Item Number and any other necessary fields.

To assign custom item numbers for customers who purchase this item, select the Customer Items tab and click the New button. Select the Item Number and Customer Number, then assign a Customer Item Number and any other necessary fields. 

Items must be assigned to warehouses in order to have inventory tracked in the system.  Select the Warehouse & Resource Planning tab and assign the item to one or more warehouses.  Each warehouse can be assigned defaults for vendor and replenishment planning.  Items can only be unassigned from warehouses if the assignment has not been saved.  

For SalesPad versions prior to 5.6.10, click the OK button at the lower right to create the new item and save it to the database.  If you are creating a new item from a sales document, you will be prompted for whether to update the sales line’s unit price with the list price defined for that item. 

Save Changes  (5.6.10+)

In SalesPad versions 5.6.10 and newer, there is now a Save button, and the OK button is renamed to “Save & Close”.  There are now better prompts to save due to the new Item Navigation feature added (see section below).  The prompt will now show pending changes.

Editing an Existing Item

To edit an existing item in SalesPad, access the Item Maintenance screen from Inventory Lookup or from the Sales Inventory Lookup.  Navigate to the Properties Tab and click the ellipsis button from the Item Number field.

From a Sales Document

Open a sales document and click the New button on the Line Items tab. Enter the item number of the item you wish to edit, then right­-click on the line item and click Convert Item.

From Inventory Lookup

Navigate to Modules > Inventory Lookup, perform an inventory search, and select the item you wish to work with. In the bottom portion of the SalesPad window, select the Item Properties tab. Click the ellipsis (…) button to the right of the Item Number field to open the Item Maintenance screen. Alternatively, you can use the New Item button and enter the item number to make changes to existing item information.

Make any needed changes on the Item Maintenance screen and then click Save or Save & Close to update.

Item Navigation (5.6.10+)

In SalesPad versions 5.6.10 and newer, the Item Maintenance screen shows a grid of items that mirror the results from the Inventory Lookup or the Sales Inventory Lookup.  You can now select different items from the grid, or use the Previous and Next buttons to navigate through the list.  Upon exiting the screen, the selected item will also be selected in the corresponding Inventory Lookup grid.  There is also a splitter that can be collapsed to hide the new grid if desired.

Note: In versions 4.1 and later, users can also edit the vendor number for a vendor item on the Vendor Information screen.

Note: In version 4.0 and later, all vendor information is editable from the Item Maintenance screen.

Security

Item Maintenance must be enabled in the Security Editor to access the Item Maintenance screen. To edit items, Item Properties must be enabled, and Can Edit must be set to True.

To add items from Inventory Lookup, Inventory Lookup must be enabled and Can Create Items must be set to True (versions 4.0.987 and higher only).

Settings

Allow UOM Changes must be set to True to allow unit of measure changes in Item Maintenance (required for adding new items).