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Product

Maintenance

The form below is used to both add a new product and maintain an existing product, when you are creating a new product all fields are blank, however if (via Navigation). If you are creating a product from either the system product, EDI, or Excel then any details already known will be preauto-populated into the form.

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Alternative Methods to Add Products

• EDI Product Code Upload

• EDI Pre-Advice Entry - similar to the product upload, it prefills the fields it can allowing you to finish off the setup and save the product.

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• Excel Upload - this requires a license

• Internal Transfers from another customer - will automatically setup the product code when it is part of an internal transfer

Duplicate Product Codes

Header

BOM - Bill of Material

Click this link to find out more about the bill of materials components functionality

Fields

This section refers to all fields which are on the header section of the

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UOM

General Tab

The majority of the fields on this page either control key functions or are used for specific purposes or options available within the system.

Singles Per Case

Can only be adjusted up to the point there is stock landed on the product, at that point the field is locked and can not be adjusted.

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The tables below have been split into the key groups on the tab

Product Dimensions

vital fields in setup of the product, it defines aspects of goods in, storage and goods outwards. It is also key for charging of goods inwards or storage e.g. If you do not set how many cases are on a pallet then how would the system know what to charge if you had 300 cases ? is this 1 pallet or 10 ?

Field

M

Notes

Single per case

Y

Needs a number 1 or higher. If a case can not be split then enter 1 this then allow the ordering of a single item or a single case to always select the case

Cases per Layer

Number of cases on a layer, this is only required if you set the customer to force picking by layer.

Cases per pallet

You should set this if you intend to charge by the pallet. When stock is landed you are able to change the cases per pallet on each rotation.

Height (metres)

If you intend to use the auto put away functionality or any automated functionality in the warehouse you need to set the height of a pallet of the stock, you will also need to set the cases per layer to allow us to divide a pallet into layers if needed.

Single Size (litres)

Y

If you are not storing a liquid then set this to 1.00

Gross Weight (kg)

Y

The weight of the case with the packaging. You can default a multiplier in the product group for this field to auto calculate. e.g. Wine variest between 1.7 and 2.3 times more than the net weight.

Net Weight (kg)

Y

The weight of the case without the packaging. In the case of liquid 6 bottles of 75cl wine is 4.5litres and also 4.5kg

Cubic Metres

If you intend to charge by cubic metres then this is mandatory and needs to be the cubic metres of a case.

EAN / UPC Barcodes

No fields in this section are mandatory

ANA codes come from the Article Numbering Association, also known as EAN, a worldwide entity which defines barcodes for all products in the world it is managed by https://www.gs1uk.org/ in the UK

UPC is the american equivalent of the ANA, and is only used in the United States and some other places in North america and the carribeann where the predominant supply is from the US you can apply for a UPC prefix and obtain these also through https://www.gs1uk.org/

Field

Use

ANA TCC

EAN code for the case

ANA SCC

EAN code for the single item

UPC TCC

UPC code for the case

UPC SCC

UPC code for the single item

Option Boxes

SSCC - Standard Shipping Container Code, this is also known as a Pallet ID and manufacturers, bottlers, canning companies all use SSCC when they output a pallet, it allows pallet tracking and each pallet has its own unique SSCC in the world. Many supermarket chains and large distributors deal only with pallet movements and wish to know the pallet ID of any goods they are receiving.

Field

Use

Receipts need SSCC

If you are receipting goods in and wish to handle and track pallet ID then select this option, you should also have the Use Pallet Quantity set to YES to ensure one Pallet ID is provided on rotation.

Despatches need SSCC

If your customers need to know the SSCC for the delivery point then this is the best option to scan them as you pick them. The items will then be recorded and are send in the order picking confirmation to the customer.

Use Pallet Quantity
[One pallet to rotation]

Eachsingle item received into stock will receive a rotation for the item, whether this is 1 pallet, 1 case or 1 bottle

Serial Number required

This option is no longer in use.

Do not apply transport discount

If you have Distribution then to aid with case calculations for delivery charges we can discount or surcharge a product, this stops the discount or surcharge from being applied for this product.

Other fields

This covers the general fields found at the bottom of the form.

No fields are mandatory

Field

Notes

Product Life

On receipt of the product this is the product life that the item needs to have in order to be available to pick, if it does not have this amount of life on arrival the product is placed on hold

Shelf Life

This is the number of days of shelf life the product must have available when the item is picked. “30” days means the BBD date must be 30 days or more in the future.

Transport Adjustment

Used in Vision Distribution to modify the base case calculation for the product. It allows the invoice charge unit quantity (known as ICases) to be increased or decreased according to the size for this product.

Customs Tab

The fields in this tab are used when your warehouse is a tax or customs warehouse or you wish to use those components within the business. If a customer is set to be non bonded these fields are not required.

Many fields here use items which are already setup within the system, see the other create menu options for how to add a new item

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Key Fields

Field

Notes

Tax Code

Will provide you a list of existing tax codes based on the product type you selected

Additional Tax Code

Only applicable for high strength beers where there are two tax codes

Commodity Code

A 10 digit commodity code for the product type and also filtered for the tax code you entered. We display this as “ 4 4 2 “ for easier reading.

Country Consigned

This should be defaulting to the same as the country of origin, if you always purchase from an alternative you can change this. The code required is the ISO country code which you can select from the preloaded country selection

Liquid Litres / Case

This should be calculating based on the single size and the singles per case to provide the number of litres in the case, also is the same as netweight for most liquids.

Strength ABV

This may be mandatory, you can set this to be mandatory on the tax or commodity code and you will be required to set the strength of the product, this can be adjusted upon receipt but you then may find that the commodity code of the stock receipt needs to be adjusted.

Litres Alcohol / Case

Quite simply this is the litres of liquid in a case multiplied by the strength %. It shows how many litres of 100% alcohol are within the product.

Degree Plato

Used in some countries as the measure for duty calculations of beer.

https://en.wikipedia.org/wiki/Beer_measurement This may be required for export documentation

VAT Rate

This is the standard VAT or Tax rate for this product as if you were to sell it to an end consumer. MOST PRODUCTS HAVE A RATE OTHER THAN 0

Tax Certificate

This product may have a tax certificate which can be applied against the product, the certificate is usually to reduce the amount of durty which may be applicable for the product.

Tax Certificates need to be setup in advance, and then you can apply an existing certificate to the products.

To apply either enter the number or perform an F11 search, select the correct item and apply it.

Tobacco / Cigarettes

Field

Notes

Cigarettes / Case

Mandatory for Type C

In order to calculate duty the stick count must be calculated

Cigarettes Selling Price per Case

Mandatory for Type C

In order to calculate duty the selling price must be known, this price has an additional tax added to it, check tax codes for more details. The price is monetary so needs to have decimals

Tobacco KG per Case

Mandatory for Type T

In order to calculate duty the kg must be known for the case

Underbond Cost / Case

We would not suggest you use this field unless you are holding only your own stock in the warehouse and you are maintaining this figure through regular updates.

The figure held here will default into the goods inwards when receiving new stock into the warehouse, it removes the need to check the actual value at the point of receipt and can lead to incorrect values in the warehouse if the user is not careful.

These fields allow a value to be entered along with the currency code which is a 3 digit ISO code

Invoicing Tab

In this tab you are selecting the invoice rate to charge for this product.

The screen shows two category options

• Goods In Charge per line

• Storage charge

The charges shown if you press the F11 search key are those which are setup on the customer record. Only those set there will be shown and can be applied to the products.

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There are no fields to setup within this tab, you are only selecting from a list of possible charges.

Additional Tab

This tab contains additional information fields which are not used often during product setup or they have a specific purpose.

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The general fields in this section are explained in the expandable section below

Field

Note

Container Quantity

Used to store information where the stock holding customer is using the VCIS site purchasing module to generate their purchase orders.

Min Stock Level

Min Purchase Order Qty

Purchase Cost / Case

Carriage Price / Case

Substitute Product1/2/3

Optional Setup - When configured can be used when entering orders to suggest alternative products in the event the requested product is not available

Alternative Supply Account

Can be used to generate a fulfilment from another stock holding account in the warehouse

Alternative Supply Product

The alternative suppliers product code, used is we are generating a fulfilment order from another stock holding.

Auto Put Away Locations

As an option at the time of setup or something you later add, the system can be designed to provide you with suggested locations to put the stock away, the listing shows all the location types in the system and you can set location types where this stock can be located.

e.g. Bulk liquid can only go into a suitable tank location; Single items may only be able to be placed into picking locations.

Vision Live Service Details

This is a generic place where you can lookup product codes from an external source.

This tab is generally used for master system products customers where we are using a standard table and lookup and the Livex LWIN service, as part of the Livex membership you may be able to obtain trading values for the stock you have in the warehouse, we store the values within our database and we can then display them on the screen here.

Customer Specific tab

The customer specific tabs is used by customers on the VCIS where they are wanting to store information for purchasing and selling and having multiple price liss for the stocks.

This feature was part of VCIS but was removed in 2015 due to lack of use. The fields in this section do not feed to anywhere on the system at present.

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Product Types

This is a selection of codes available, some systems may have fewer or more codes available

BOM - Bill of Materials

This option allows you to store the individual components of a pre-mixed product, this is a product which contains multiple different products within.

It is used to provide an exploded product view to the customer on the delivery note.

e.g. Easter Case contains the following……………….

To use this tick the BOM field, which will then enable the Components button where you are able to enter the Components on the BOM Maintenance screen

Once you have ticked the BOM, the Year will change to “MIX”

BOM Maintenance

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Add the Products to complete the setup in the system.