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Item Master Setup: Assigning Conversions to Items |
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Sun Documentation -
Inventory Management
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An item has a purchase, sales and base unit of measure. Optionally, it may also have a unit volume and a unit weight. If the purchase and sales units are different from the base unit, a conversion is needed in order to use the unit in processing purchase and sales transactions.
Conversion can be set up in several places. If the conversion is unique to an item, it must be set up at item level in the Item Master record. Conversions can also be set up at product group level, or globally for standard units.
What are Unit Conversions?
Unit conversions define how one unit of measure is converted to another. This is used, for example, when an item is bought in one unit, stocked in another unit, and sold in a third.
Example 1
A goods item is stocked in bottles but bought in boxes that contain twenty bottles. It is then sold in cases containing eight bottles.
Example 2
Consultancy services are costed in days. If a large amount of consultancy is to be bought or sold, then it could be bought or sold in weeks, with five days defined as a week.
More than one conversion can be set up between the same two units. For example, lemonade and cola may both have the same unit of measure of bottle, but the bottles may be different sizes. A case may then contain either eight lemonade bottles or twelve cola bottles. In this case, it is necessary to set up two units of conversion between bottle and case. That is, one for eight and one for twelve. The relevant conversion is then applied to the lemonade and cola items.
Once unit conversions have been created, they need to be linked to a conversion method.
Unit conversions can be defined at three levels:
By Item - used in the Item Master.
By Product Group - used in Product Groups.
Globally - used in Standard Units.
For example, a global conversion is defined as bottle to case = twelve. You may then need a conversion for a particular Product Group using bottles of lemonade which are packed in cases of eight, which could not use the global conversion of twelve. A particular type of lemonade, for example, twice the standard volume, may only be packed in cases of four. This would need to be defined at Item level.
When SunSystems searches for a unit conversion it uses this three level hierarchy in the following order:
Item level - if set at this level, the conversion is used. If not, the next level is searched.
Product Group level - if set at this level and not at the previous level, the conversion is used. If not, the next level is searched.
Standard Units level - if set at this level and not at the previous levels, the conversion is used. If not, the system cannot continue and an error message is displayed.
System Stops Searching for a Conversion
If any type of conversion record is found on the item, product group or standard unit, then the system stops at that point. This conversion could be a valid conversion, for example, from boxes to bottles, or weeks to days, or the required default unit-to-default unit conversion.
For example, if one or more conversions are defined on an item, the system finds and uses these conversions first and stops searching for any other conversion. It does NOT check the product group or standard unit for any other conversions. Care must be taken when setting up default unit-to-default unit conversions on a standard unit, and then assigning specific conversion on an item or product group, because the conversion on the standard unit will not be found and used
If you need to convert one unit label to the default unit label for an item, you must assign the conversion to the item. The unit label must have previously been set up. See Setting up Unit Labels. Any unit label not assigned cannot be converted when processing.
From the Action menu within Item Master select Assign Conversions. The Item Assign Conversions form contains the following fields:
Click here to see a screenshot
Item Code and Base Unit Code
These fields are automatically populated from the current Item Master record.
Conversion Id
The required unit label conversion to be applied to the unit label. This applies the unit labels set up for this item.
Once the Conversion Id has been selected the following fields are automatically populated with the details from the unit conversion record.
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Inventory Management 
