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Updated on 3/23/2018
Best Practices Publication
New Item Number Setup
Direct link to topic in this publication:

Creating a new Item or Product or Service Item

NOTE:  Supplier, Brand, and Manufacturer Codes must be created prior to creating the Product number



1.  From the GreeneStep main screen choose the ‘Products’ heading. Then choose the ‘Products’ option.


2.  To make sure the Product has not been previously set up, click on the ‘Internal Part Number’ heading.

3.  At the top of the screen, enter the Internal Part Number you are going to set up.

4.  If the Product # has already been set up, the line will be highlighted on the screen.

5.  Check to see if it is from the same Supplier.  If and product number has been set up, DO NOT set it up again.



6.  On the Products List screen, click the ‘New’ or (+) option.




7.  Enter the Product Code to be used. The new Product Code should be the next one in the sequence, based on the last Product Code setup. The easiest way to get this  information is to keep a manual note, as the system does not generate this number automatically.



8.  After entering the Product Code, press the ‘Tab’ key thrice to get to the ‘Classification’ type box.

     NOTE: ‘Product type’ should be ‘Regular’.  This field should be populated automatically.

9.  ‘Type’ should be ‘Stock’. Click on the ‘Arrow’ to the right of the box to use the drop down menu to highlight the ‘Stock’ option and press ‘Enter’.  




10.  Press the ‘Tab’ key to move to the ‘Product Short Description’ Box.

11.  Type the description of the item in the box.



12.  Press the ‘Tab’ key to move to the ‘Category’ Box

13.  Click on the icon to the right of the drop down arrow to bring up the list of ‘Categories’

14.  Scroll through the list and highlight the correct category. Then press ‘Enter’.

      NOTE:  Miscellaneous Category should be used sparingly.



15.  Use the ‘Tab’ key to get to the ‘Manufacturer’ box.

16.  Use the Drop Down Arrow to the right of the box to bring up a list. If it is not listed, go to the bottom of the screen and type the Manufacturer name in the ‘Search by Code’.  Once the correct Manufacturer is highlighted, press ‘Enter’.



17.  Use the ‘Tab’ key to get to the ‘Brand’ box.

18.  Use the Drop Down Arrow to the right of the box to bring up a list.  If it is not listed, go to the bottom of the screen and type the Brand name in the ‘Search by Code’. Once the correct ‘Brand’ is highlighted, press ‘Enter’.



19.  Use the ‘Tab’ key to get to the ‘Internal Part Number’ box.

20.  Enter the manufacturer’s model/product number in this box exactly as it appears on the manufacturer’s literature. Make sure to use capitalization, spaces, hyphens, etc. to make sure that it is entered exactly



21.  At the top of the screen, click on the ‘Sales’ tab.

22.  In the box to the right of the ‘Fixed Price’ option, enter the retail/selling price.

      NOTE: Sales Price should always be greater than or equal to keystone (including freight) unless otherwise approved by management.  Freight should be estimated at 5% for new item sales price computation.  Once the new item is received and invoiced, the actual last cost should be reviewed to ensure the preliminary sales price set is sufficient.

23.  Press the ‘Tab’ key and the $ will appear.



24.  At the top of the screen, click on the ‘Purchases’ tab.

25.  In the ‘Last Cost’ box, enter the purchase price/cost of the item.

 

26.  At the top of the screen, click on the ‘Cost’ tab.

27.  Click on the arrow to the right of the ‘Revenue’ box.  

28.  From the Drop Down Menu, highlight the correct revenue account.

      NOTE: This should be the same as the ‘Category’ set up on the first screen.

29.  Press ‘Enter’.

30.  Click on the arrow to the right of the ‘Discount Revenue’ box.  

31.  From the Drop Down Menu, highlight the correct discount revenue account.

      NOTE: This is automatically populated with the General discount and will only need to be changed if it is a children’s item or an antiques item.

32.  Press ‘Enter’.

33.  Click on the arrow to the right of the ‘Returns’ box.  

34.  From the Drop Down Menu, highlight the correct returns account.

      NOTE: This is automatically populated with the General returns and will only need to be changed if it is a children’s item or an antiques item.

35.  Press ‘Enter’.


36.  Click on the arrow to the right of the ‘Returns’ box.

37.  From the Drop Down Menu, highlight the Cost of goods sold/expense account.

38.  Press ‘Enter’.




39.  At the top of the screen, click on the ‘Purchases’ tab.

40.  Under ‘Description/Additional Notes; enter and pertinent information, such as minimums and/or case packs.

41.  To save record, click on the ‘Disk’ icon in the upper left portion of the screen.



42.  To create additional product codes from this screen, click on the ‘New’ icon in the upper left portion of the screen.