How do I add and update pricing for items?

The Item Purchases pane is the place where you add and update pricing for your items (stock). When you select a supplier for the invoice, the list on the left is populated with all the items and package sizes that you have set up for that supplier.

Items Tab Details

Items Selection

If an item or case size is not in the list, you can add new items on the fly by clicking items from the main menu and either searching for an existing item and add a case size or add a new item. When you return to this window, the item will exist.

Option 1 – Scroll down the list and click and drag the item and drop into the purchase list or double click on the item pack size. It will be placed in the tab to the right.

Option 2 – Click into the search box and begin typing the name of the item, the list will shorten as you type. Double-click on the item. It will display on the tab on the right.

Qty (Quantity) Enter the amount purchased for the unit displayed.
Split Case Check this box if the purchase was a split case unit. The unit will change to the correct split case unit for this case size.

UOM (Unit of Measure)

NOTE: The default unit of measure is the purchase unit that you indicated in the items window during the initial setup. If you allowed split cases on item setup, then the split choice will be allowed.

Select the UOM Units purchased. There are two choices available, the purchase unit size and the split case size.
Unit Cost Optimum Control will automatically enter the current unit cost for this item/supplier. Compare it to the unit cost on the invoice. If there has been a price change, enter the new price OR enter in the total in the "Total Amount" field, and the unit cost will be calculated automatically.
Price Override If the item price has changed, a check mark will automatically be placed in the (O) Price Override box. This will indicate a price was overridden.
Validate Checkbox The checkbox to the right of the total is a tool that you can use to "check off" each item if checking for errors. It does not save.

Adding a Case Size on the Fly

Question: What do I do if the case size for an item is not on the invoice?

Answer: If a case size does not exist, while still in the invoice...

  1. Choose "Items" (main menu toolbar).
  2. Select the item you would like to add a pack size for.
  3. Click "Add Case Size" (item toolbar).
  4. Fill in the information to complete the new case size.
  5. Click "Save"
  6. Switch back to the invoice you were entering. The pack size will now appear on the left.
  7. Select the new pack size.

Adding New Items on the Fly

Question: What do I do if the item does not exist in the database?

Answer: Add the item to the program while the invoice is still open.

  1. Choose "Items" (main menu toolbar).
  2. Click "New" 
    NOTE: Be sure the item does not exist. If this is a pack size of an existing item, you do NOT want to add a new item.
  3. Add the information to complete the item.
  4. Click "Save".
  5. Switch back to the invoice you were entering. The new item will now appear on the left.
  6. Select the new item.