Item File Maintenance

Item File Maintenance

Welcome Connect Conference 2013 This is an exciting opportunity for everyone involved. The benefits go beyond just training and education—collaborate with your peers and inspire others around you. educate • collaborate • inspire

Item File Maintenance Learn about maintaining your item database. In this session, we will discuss how you are currently loading your cost/price updates. You will also learn how to enter unique items, correct exceptions, and delete invalid items. Learn to utilize tools to help you manage purchasing, maximize margins, market items, and streamline searches. And also, understand where your cost comes from in O/E. This session is not to be missed!

Item File Maintenance Agenda • Fields in your Item database • Item updates –who and how you are loading • Manually adding custom items • Post load options • Fixing your O/PUS Price Variance exceptions • Deleting items and supplemental files

Item File Maintenance Fields in Your Item Database • What are the keys to the item files • Item Number • Company • Master Tab – How these effect Order Entry • List Price • Alternate Type • Price Breaks

Item File Maintenance Fields in Your Item Database

Item File Maintenance Fields in Your Item Database Other fields on Master Tab and their functions • GL Dept. (standard General Ledger use) • Dictates which minor GL number is used to record sales and post by P/O • Can be used as a limit in purchasing and reports • Class • Use to distinguish stocked vs. non-stocked items • Can be used as a limit in purchasing and reports

Item File Maintenance Fields in Your Item Database Vendors Tab • See Direct Buy and Wholesaler records • See the asterisk (*) next to Purchasing vendor record • Double-click / right-click on line to view detailed information about record • Viewable in Order Entry and Short Buy screens • Any record with a C in File column is deleted when you run the SIMPLE program

Item File Maintenance O/PUS - How Are You Loading Items? Every quarter DDMS Training Department offers a FREE O/PUS Refresher class • The class is offered two separate times per quarter • Register on our website through virtual training calendar • Anything new for the quarter is featured at the beginning of each class

Item File Maintenance O/PUS – How Are You Loading Items? • Before you do any updating of items records be sure to: • Back up your data – inventory and contracts files • Compress your files through (Z) System Utilities screen, Function (Z) [B4], ;SPCCMPJR, Inventory volumes and contracts • After your updating is completed, you must do a EBS SQL Full Import of data on Customer Price Plans and all Inventory files

Item File Maintenance O/PUS - How Are You Loading Items? SIMPLE program - What are your settings? • What unit of measure is used when loading items • What class are you loading new items to • Are you sending reports to a valid printer • Exceptions – printing or saving to a file • Short Product descriptions – what they can do for you • What classes are you running Make-Buys on • Are you excluding any stock classes from being updated

Item File Maintenance O/PUS - How Are You Loading Items?

Item File Maintenance O/PUS - How Are You Loading Items? Things to remember about SIMPLE • You cannot choose GL Dept – loads into Dept 1 • Will delete all records in I-CAT file and re-create • Will replace the cost in the A Cost field on Item Master Tab of Item database with primary wholesaler cost if you do not exclude from updating • You need to be sending reports for a valid printer

Item File Maintenance O/PUS - How Are You Loading Items? • Updater Programsfor SP Richards and United • Load all your price plans/catalogs/matrix from these vendors in their program • Loads cost and/or consumer pricing • Create Customer Price Plans or Flyers • Add new items from catalog files • Unique things about each program • UPDATESPR – you can load Horizon files • UPDATEUNI – you can load is.group IT file

Item File Maintenance O/PUS - How are You Loading Items? Multi-Vendor Multi-Loader program • Load additional vendors or custom files • Have the choice of GL Dept and Class • Must get custom files from the vendor • Must get passwords or cost levels from vendors • Send reports to valid printer

Item File Maintenance ECi Content Integration ECi Content Integration is a program provided by ECi • You must download the program through the Customer Support Portal • You will need to get information on how to process content from each vendor you want to load

Item File Maintenance ECi Content Integration

Item File Maintenance File Mapper and/or Wholesaler Mapper • File Mapper • You request the program from Trade Services/OPUS – comes with your subscription • Creates Direct Buy record in Vendor Tab of database • Wholesaler Mapper • Request program from ECi/DDMS • Creates wholesaler record in Vendor Tab of database

Item File Maintenance Manually Adding Unique Items Adding Unique Items – Recommendations • Use Company field • Use unique GL Dept. and/or Class • Use a Category field • Populate SIC Code field • Add the Vendor record

Item File Maintenance Manually Adding Unique Items

Item File Maintenance Post Load Options • (+IL) = Compares any records that match primary wholesaler vendor sets asterisk on lowest AND • (+IZ) = Compares all vendors and sets the lowest • Use % or $ Amount, Program ID, exclude certain vendors for setting purchasing vendor OR ONLY • (+IT) = Use enhanced cost tool to set purchasing vendor

Item File Maintenance Post Load Options (+EA) = lets you do mass changes on certain fields using information from other fields • You choose what fields you are changing • You choose what limits are needed for change • Can be used to copy information from one location into another

Item File Maintenance Post Load Options

Item File Maintenance Fixing Price Variance Exceptions When items are loaded, some cannot be updated due to a price variance exception: • You must fix these exceptions or the item(s) will not update during future loads • It’s best to fix the item rather than delete it • May require a reload of O/PUS after you have fixed items • If you save as a file, the file will start with the letters OP, followed by month, day, and time stamp. For example, OP03281415 represents a file created on March 28, at 2:15pm

Item File Maintenance Fixing Price Variance Exceptions How do you fix the exception? • Change the list price in your database to match the list price from your wholesaler for the same unit of measure in your current database • We have documentation and a video tutorial to assist with fixing exceptions • After you have fixed or deleted exceptions, you must reload your entire item update • If you delete the item, you will lose history on the item

Item File Maintenance Fixing Price Variance Exceptions

Item File Maintenance Deleting Items and Supplemental Records Deleting Invalid Items • Please have a backup of at least your Inventory files before you do any deleting • If you are deleting items, you are losing the history in the Item database on that item • Sales Journals will still show the item number, company codes (prefix),and description

Item File Maintenance Deleting Items and Supplemental Records Deciding which items to delete • Can use Order Analysis and Purchase Order Analysis to find items • Run reports • Use Inventory Housekeeping tip to delete by Program ID DELETED

Item File Maintenance Deleting Items and Supplemental Records • Manually delete one item at a time • Mass delete options through Specials (+) screen – know what you are using for limit(s) • (+EK) option • (+WB) option use selector R-CAT1 • (+EE) option to delete supplemental files

Item File Maintenance Deleting Items and Supplemental Records • You must also remember you may have these items on Customer Price Plans and you will need to delete them there too • There are two methods to use for deleting • Be sure you have a backup of CONTRACTS file

Item File Maintenance Deleting Items and Supplemental Records • You can delete by line in Customer Price plans by looking at Item Not on File description • You can use a (+WB) function to mass delete • You can use selector CONT-2 • Limit to items that don't have a I-MASTER department (Blank to !) • *IMPORTANT*Limit to item number 0 to ZZZZZZZZZZZ (All Zs) in the CONTRACTS file so that you don't delete all the contract header records

Item File Maintenance Deleting Items and Supplemental Records After you have deleted, you must: • Compress your files through (Z) System Utilities screen, Function (Z) [B4], ;SPCCMPJR, Inventory volumes and contracts • Run a full import to SQL on Inventory and Contracts files

Item File Maintenance What We Covered • Fields in your Item database • Item updates –who and how you are loading • Manually adding custom items • Post load options • Fixing your O/PUS Price Variance exceptions • Deleting items and supplemental files

Item File Maintenance EBS SQL Validation and Importing Exceptions Find help in the DDMS KnowledgeBase

Item File Maintenance Don’t forget to turn in your session survey for a chance to win a $250 gift certificate. Surveys can be turned in at the Conference Registration in the Trinity Foyer or in the Lab located in the Pegasus Ballroom (both located on the lobby level)

Item File Maintenance

Customer Service & Support Contact Information • Support • 800-959-3367 • Monday – Friday • 7AM-7PM CST • 24/7 support available • Training • Public Training calendar available online • One-on-One training • Onsite training

Item File Maintenance