3.5 Item Master Flashcards
What is the Item Master application used for?
define items that are stocked within storerooms
What are items grouped in?
Item Set
How can items be shared across organizations?
If organizations use the same item set
Main attributes of the item
Commodity Code
Order / Issue Unit
Lotted Item
Rotating Item
Condition Enabled
When are main item attributes defined?
Upon creation
What can also be specified (aside from main attributes) for an item upon creation?
- Alternate items
- List of condition codes that should be applied
What on an item is specific to a single organization?
- Safety Hazards, and
- Tax Codes
applied to the item
What are item kits and where are they created?
collections of items that are issued as a single unit
Item Master application
Where can items be added to 1 or more storerooms?
Item Master application
Safety Hazards and Tax Codes vary by _____
Organization
Where are Safety Hazards and Tax Codes specified?
Item Master application
What does it mean to specify an item as a consignment item?
considered part of the consignment inventory
paid for when consumed
Where can an item be specified as tax-exempt?
Item Master application
Define Receipt Tolerance
Percentage of items that can be received over the amount ordered in the initial agreement
Where are vendors that carry the item specified?
Item Master application > Vendors tab
Where are specifications for an item specified?
Item Master application > Specifications tab
Where are parts needed to build an item assembly structure specified?
Item Master application > Item Assembly Structure tab
Where are outside documents related to an item attached?
Item Master application > Attachments
Rotating Item
Serialized asset that is defined with a common item number
Example of rotating item
pump
notebook
Why designate an item as rotating?
What characteristics would it have?
shares properties of both items and assets
A rotating item can have _________ and ______
an inventory value
an issue cost
A rotating item is an inventory item with:
- a generic item number
- a current balance
- multiple instances that can be used in various locations around a plant
Example of tracking a rotating item
10 individual 5-horsepower pumps can be tracked with the single item identifier PUMP-5HP
True/False: A rotating item is consumable
False: A rotating item cannot be consumed
How is a rotating item maintained?
as an asset
Steps to create a rotating item
- Create item
- Add item to storeroom (Inventory)
- Create an asset for this item
How to create an asset for an item
through Asset application, or by creating a Purchase Order for the rotating item and serializing it once received
Benefit of associating an Asset with a rotating item
Balances can be displayed and tracked for the item
What is a rotating item tracked by?
Item number in Inventory records
Asset number in Asset records
True/False: an item can be both a spare part and a rotating item
False: an item cannot be both a spare part and a rotating item
What happens on the existing asset referencing a rotating item, when the rotating item’s specifications are changed in the Item Master application?
specifications updated automatically
What happens on an existing location referencing a rotating item, when the rotating item’s specifications are changed in the Item Master application?
Not updated
Why can’t an item be both a spare part and a rotating item?
Rotating items are generally maintained, not consumed (or just used once)
Item Kit
group of items issued as a single unit
How is an item kit added to a storeroom?
assembled and added to the storeroom as a package of items
How to denote an item as a kit?
check the Kit? slider on the main Item tab
How is the structure of an item kit defined?
Item Assembly Structure tab:
items that make up the kit, and quantities of the items are specified
How to add item kit to work order?
Preassemble and assign
Where is cost and balance information of an item kit located?
Inventory record of the kit
What are the parts of the item kit?
Individual items that make up the kit
True/False: Items are not tracked separately in Inventory once assembled into a kit
True
True/False: Balances for an item record includes instances of the item that are part of a kit
False: Balances for an item record for which instances are part of a kit do not include those instances
What is the effect of item balances when assembling an item kit?
Balance of item kit record increases
Current available balance of components used to construct the item kit decreases
Example of task performed by Item Kit
routine maintenance
True/False: An item kit is issued to a work order as a single item kit record
True: multiple, separate item records are not required
What is done with unused components of an item kit, when the technician is finished performing work on a work order?
returned back to the storeroom
Disassemble Kit
breaks item kit back into respective components in inventory
Effect of dissembling kit on inventory balances
Decreases balance of item kit record
Increases balance of individual kit components in storeroom
True/False: An item kit cannot be added to a storeroom if all individual components of the kit do not exist in the storeroom
False: if the component items do not exist in the storeroom, inventory records are created for those items
True/False: Item kits cannot contain condition-enabled, rotating, or lotted items
True
True/False: Item Kits can be assembled/dissembled across multiple storerooms
False: Kits cannot be assembled/dissembled across storerooms. The items must be gathered or returned to a single storeroom location
In a given storeroom, the number of item kits must be (less than / equal to / greater than) individual parts in the storeroom
less than
Item Assembly Structure
list of parts and subassemblies that are needed to build an item or define the requirements of a location
True/False: Item Assembly Structures can be used on Rotating Items
True
True/False: Item Assembly Structures cannot be used on items in a kit
False: can be used on rotating items and on items in a kit
Describe how an item assembly structure can be copied
use for an existing item as a template, then copy to another item record
Requirement for parent item in an Item Assembly Structure, in order for it to be applied to an asset or operating location
must be a rotating item
What kind of item can be used as the top level of an item assembly structure?
any item
How to identify an item assembly structure
specify the item assembly structure on an item record, and use the parent item number associated with the item assembly structure to identify it
What enables/disables what can be done to an Item record?
Status field
How are changes from an item applied from a higher level to a lower level? Describe
Inheritance rules
Change to the item status is applied to the organization and to the inventory level
From the organization level, a status change is applied at the inventory level
Item Master status types
Pending
Planning
Active
Pending Obsolescence
Obsolete
Default status of a new item record?
PENDING
What items are not available from item lookups?
Items in status PENDING, and status OBSOLETE
What status of items are not available for Material Use Transactions or Material Receipts Transactions?
Items in status PENDING, PLANNING
What status of items cannot be used in Purchase Requests and Purchase Orders?
Items in status PENDING
What status of items cannot be made ACTIVE in a Storeroom?
Items in status PENDING
What status of item is available without restrictions? Describe
Items in status ACTIVE
- available from lookups
- can be made ACTIVE in storerooms
- can be received into a storeroom in ACTIVE status
Restrictions on items in status Pending Obsolescence
can still be used in regular transactions, but existing balances cannot be replenished
Where can items in status Obsolete be used?
only to generate invoices and historical purposes
List the stock category types
Non-stocked (NS) items
Special order (SP) items
Stocked (STK) items
Benefit of using stock category types
Helps identify items for reorder and minimizes admin work when ordering occasionally used items
Define this stock category type: Non-stocked (NS) items
Items that are not stocked on a regular basis and are not automatically reordered.
Benefit of using Non-stocked (NS) stock category type
Because this item may be needed once in a while, the record is useful for cost tracking and for future references.
Define special order (SP) items
Items that are ordered only once, for an unexpected need or for a one-time work order.
True/False: Special Order (SP) items are not kept in stock
True
True/False: a permanent record is required for Special Order (SP) items
False: a permanent record is not required
Jenny deletes the Special Order (SP) item record after the corresponding work order is completed. Is this proper procedure?
Yes - the item record can be deleted afterwards
Define Stocked (STK) items
Items that are stocked continuously as they are frequently needed
What is the default stock category type for a new item in a storeroom?
Stocked (STK)
What stock category type is included in the reorder process?
Stocked (STK) items
True/False: for an item of stock category type Stocked (STK), the reorder criterion is the same across all storerooms
False: reorder criterion is specific to each storeroom location
Define consignment item
owned by external vendors
Where are consignment items located?
Local storeroom
Which inventory are consignment items part of?
consignment inventory
Where are consignment items kept?
storeroom
When is an item specified as a consignment item?
upon creation of the item
Which items cannot be flagged as consignment items?
Rotating items
Condition-enabled items
Options for generating invoices for consignment items
Consumption
Frequency
Manual
Describe the Consumption method of generating an invoice for a consignment item
Invoice generated automatically upon item consumption
Describe the Frequency method of generating an invoice for a consignment item
ConsignmentInvoiceCronTask: Cron Task that evaluates consignment items to be processed
What determines the next invoice date, for the ConsignmentInvoiceCronTask?
frequency and units specified on the inventory record
How frequently does the ConsignmentInvoiceCronTask Cron Task run?
Daily unless specified otherwise
Where can you set the maximum number of lines on a Consignment invoice?
Organizations application
How many invoices are created for consignment items, via the ConsignmentInvoiceCronTask?
1 invoice per vendor
