How do I add, remove, or edit case sizes?

*Remember that if you purchase in multiple ways or from multiple suppliers, you must add case sizes to the item and NOT add more items. 

To Add a Case Size or to Complete Item Entry:

  1. Click "Item" (main menu toolbar)
  2. To COMPLETE a new item, enter the details as below in the "Case Size Information" (located on the right side of the items window).
    NOTE: Alternatively, to ADD a new case size, select the item and click "Add" (item toolbar).
  3. Enter the information as listed below.
  4. Click "Save"
Field Details
Supplier Choose the supplier name from the drop-down list.
Order Code

This is the Order Code (or Item Number) from the supplier. This is an important number for uploading orders, printing sheets, or importing supplier invoices.

NOTE: Optimum Control will rely on this number for import validation.

Case Description A note on the Case Size OR the supplier's case size will be auto-populated when importing an invoice. However, it can also be entered manually (e.g. "6/100 cans" or "11-pound case").

If scanning inventory, you can enter the barcode here. Labels can be printed and used to label shelves so that you can scan inventory.

Alternatively, once the item is saved, barcodes can be created automatically.

Tax Group

Indicate the tax group code that applies to this item (if applicable). Once a tax group is chosen, the window will display two additional fields to be completed:

  • Price Includes Tax – Check this box to indicate that tax is included in the purchase price.
  • Adjusted Case Cost – The application of the tax group will apply to the purchase price and display the net cost to you. If a tax is applied, the amount shown will include the tax percentage.
Purchase Price

The amount you pay per purchase unit (e.g. if you purchase by the case, then indicate the case price, and if you purchase by pound, then indicate the price per pound.

For items that you order by case but receive by 'catch weight', indicate the price per case (average case size multiplied by the cost per pound/kilo) then make split unit pound or kilo).

Split Unit (how many split units in the case?) This unit level will default to the reporting unit. Indicate the number of the reporting units in the purchase unit. Should you wish to have a different unit here than the reporting unit to the left, simply indicate the unit, then in the pack unit, indicate how many of the units are in the split unit. The conversion will be added to the system.
Pak Unit = pack unit (how many 'recipe units' in a split unit?) This is how many of the recipe units are in the split unit. (E.g. 100 fl oz per can, 50 each in a box)
Yield % (percentage) This is essentially a wastage factor. There are some items that do not use 100% (e.g. produce). this feature allows you to factor in a waste percentage that will carry through to your usage. For many items, when the yield % is assigned, the item cost will be based on the usable amount. This factor calculates the usable product cost. It is based on how much waste a product has. This field is optional, and the default yield factor is 100%.
Actual Cost by 'Recipe Unit' This field calculates the cost down to the lowest unit.
Allow Split Case? When ordering some items from suppliers, you may be able to buy a split case. Check this box to allow split case ordering and purchasing.
Current Case Size Indicates the currently purchased case size. Each time a purchase is made, the current case size will be indicated.
Default Ordering Case Size When multiple case sizes are entered, this allows you to choose a 'desired' default case size for orders.

Case Size Management

To Add a Case Size:

  1. Click "Item" (main menu toolbar)
  2. Select an existing item or click "Add" from the items toolbar.
  3. Enter the new case size information.
  4. Click "Save"

To Remove (Disable) an Existing Case Size:

*You cannot remove a case size if it is the only one assigned to an item. In addition, a case size cannot be removed if it is set as the default or current case size.

  1. Click "Item" (main menu toolbar)
  2. Select an existing item.
  3. Click "Remove" (items toolbar)
  4. A pop-up will appear to confirm disabling the case size. Select "Yes". The case size will now be removed.

To View All Case Sizes:

  1. Click "Item" (main menu toolbar)
  2. Select an existing item to edit.
  3. Click "View All" (items toolbar)
  4. A small window will pop up and display all the case sizes for that item.
    NOTE: From this window, you can also add or remove case sizes.
Field Details
Quantity (Qty) on Hand Indicates the amount in stock by the default reporting unit.
Current Value The valuation of the current stock on hand.
Last Purchased The last date this item was purchased.
Comments/Notes Enter any special comments or notes about this item.