IBS Enterprise Help Centre 8.0Business Suite 2014/2015

Setting up Item Classification

Related topics

What this document contains:

Item classification functionality is only applicable for new items. Existing items cannot be incorporated.

The bulk of Item classification is in the set up. You classify your items by grouping structures, characteristics and values to ensure the creation of a unique entity when creating your items and thus allow the end-user to accurately search for items.

Simply put, each item, grouped under a grouping structure, shares the same set of characteristics but not the same values. Items will inherit all linked characteristics in the grouping structure and at the same time a specific value per characteristic can be defined per item. It is possible to control the item identity, thus making it as unique or as general as required within the grouping structure. The grouping structure is as follows:

  • Main group
  • Group
  • Profile 1
  • Profile 2

Note: The names for the grouping structure outlined above are just concepts within Item classification. The naming is user-definable and is dictated by what Item related key has been chosen to represent the entity during set-up, (e.g., Item sector, Item group, Item category 5, etc). Since the description and panel lead text for the applicable keys can also be user-defined, the actual naming of this grouping structure will depend on what has been set-up in the DIS control keys table.

Set-up sequence

The following depicts a standard set-up sequence.

File/Table M / O To do
Function control file Mandatory Activate the following functions:

(Mandatory) CLA-ITEM (Item classification)

(Optional) AUTITEMC (Automatic item code): This function assigns an automatic item code to those items grouped and created within the Item classification functionality and whose item code is not manually entered or retrieved via a layout definition when applying the Item classification definition. If this function is activated, a valid number series must be connected to the number series for Item code generation. If there is a layout definition that results in a blank item code, this function will assign a next number from your number series when applying the Item classification definition to generate the item. If no layout definition is defined, the system will force you to enter an item code manually when applying the Item classification definition to generate the item.

(Optional) CLA-COPR (Classification costing/pricing): If you want to be able to predefine sales and purchase prices for the items under item classification you must also activate this function. Prices are generated and applied AFTER item creation from the applicable item classification definition. This is because the pricing routine requires the item to be completely created before any pricing calculation can be applied.
DIS control file Mandatory Define the item related keys (from the DIS control keys table) that will be used for the grouping structure which consists of Main group, Group and Profiles 1 and 2.

Also complete the following control fields:

Max no of charact P1 and P2 = An item can hold up to 99 characteristics which are inherited from both item classification profiles 1 and 2. Enter the maximum number of characteristics that are allowed to be attached to an item classification profile 1 and an item classification profile 2. A classification profile must hold at least one characteristic, but maximum 98. It is your choice how you want to share the characteristics between the two profiles (e.g., Maximum no of charact P1 = 1 and Max no of charact P2 = 98, or however you want to divide them up) but both must be defined with at least one.

Max no of more sel = Indicate how many characteristics are allowed to be selected during the more selection routine when searching for specific items within item classification. The more selection routine can be invoked during Select item, where a large number of characteristics might be available to search on but could potentially cause performance problems. This field is used to restrict the user from selecting more than the limit specified here. Note, however, that a maximum of 30 characteristics is supported by IBS Enterprise to build up a search criteria in the mentioned search routine.

Prof uniqueness lvl = Dictates how unique an item profile (i.e. set of characteristics and values) must be within item classification. Valid values are:

Value Description
1 Item level. This is the highest level. No items with the same profile are allowed to be created within the item classification at any level.
2 Main group level. Items with the same profile are not allowed to be created within the same main group.
3 Group level. Items with the same profile are not allowed to be created within the same group.
4 Classification definitions. Items with the same profile are not allowed to be created within the same classification definitions.
5 None. This is the lowest level. No profile uniqueness check performed. Items can share same profile at any level within the item classification grouping structure.
Work with item outlooks Mandatory Item outlooks control which characteristics are to be visualized by the user and are utilized in the following:

  • Work with characteristics file when maintaining characteristics.
  • When applying the Item classification definition to create an item.
  • As search criteria when looking up items in the Select items panel (select More sele).
  • When browsing the characteristics for an Item. (Viewed by clicking the Display item option from the Select item panel and then the Characteristics function key).

Note: Every characteristic added in the Work with characteristics file must be activated for at least one Item outlook to be able to create an item using the Item classification functionality.

Item outlooks can also be used as a filter; granting users access to only those characteristics that are applicable. In your company you may not want to grant access to all characteristics for all users. There may be characteristics that hold sensitive data that should not be made visible to everyone. You can connect an Item outlook code to a user in the Work with IBS user profiles file to restrict access to characteristics not held (activated) in the Item outlook code. Only those characteristics activated in the connected Item outlook code will be visible to the user.

When a characteristic is added in the Work with characteristics file, it is automatically activated, by default, for all item outlooks defined in Work with item outlooks file. You can activate/deactivate the item outlooks applicable/not applicable for the characteristic by doing any of the following:

  • Clicking the Characteristics option in the Work with item outlooks file and then selecting the Activate/Deactivate option for the applicable characteristic.
  • Clicking the Item outlooks option for the applicable characteristic in the Work with characteristics file and then clicking the Activate/Deactivate option for the applicable Item outlook.

Add the item outlook codes.

Work with IBS user profiles Optional but recommended Recommended that all users be assigned an Item outlook. This will not only allow you to restrict access to characteristics (i.e. only those characteristics activated in the connected Item outlook code will be visible to the user), but it will also prevent any navigational issues for the user in the Item file after an item has been created via Item classification.
Work with characteristics Mandatory Identify all characteristics within your vertical.

You define the header information, the profile to which the characteristic belongs and the rules that govern the entry of characteristic values. If required, you can also specify the basic data field that you want to override on the current item template when you generate an item using the Item classification functionality. See Item field override functionality for generated items via Item Classification.

You then, optionally, add the values on Detail level. If some values for characteristics will always be the same for all items, you can enter them as default values.

When you go through the process of applying the item classification definition to generate the item in the Item file, one of the steps is to choose the value for the characteristics that are displayed for the selected grouping structure. If a default value has been defined for the characteristic for the applicable profile, it will automatically be loaded. Alternatively, you can prompt a selection window and select the applicable value for the characteristic (one of the values entered in the Work with Characteristics, Detail panel).

When a characteristic is added, it is automatically activated, by default, for all item outlooks defined in the Work with item outlooks file. This means that the characteristic will be visible when Item characteristics are maintained or browsed by a user when utilizing the applicable item outlook. You can deactivate the item outlooks not applicable for the characteristic by clicking the Item outlooks option and then selecting Activate/Deactivate for those applicable. Note: The characteristic must be activated for at least one Item outlook to be able to create an item using the Item classification functionality. You can connect an Item outlook code to a user in the User profile table to restrict access to characteristics that may not be applicable for the user. Only those characteristics activated in the connected Item outlook code will be visible to the user. See Work with item outlooks above.
Work with item classification formulas Optional IF you want to use formulas to calculate unit data they can now be defined as they first require characteristics to exist.

If the CLA-COPR (Classification costing/pricing) function has been activated in the Function control file, pricing related formulas can also be defined.
Work with item classification groups Mandatory Add new records, selecting the values for the Group and Main group from the item related key/table that was defined as such in the DIS control file. The values for the Group and Main group can be entered on the fly via the applicable function key. The table you access depends on the key selected for the Group/Main group in the DIS control file. Valid tables (for the keys) are:

Item discount group (11)
Item price group (12)
Item group (13)
Item account groups (14)
Item category 1 (15)
Item category 2 (16)
Item category 3 (17)
Item category 4 (18)
Item category 5 (19)
Item category 6 (20)
Item families (21)
Item sectors (22)

Attach/detach the applicable characteristics.
Work with item classification profiles Mandatory Add the profile 1 and profile 2 codes, selecting the values for the Profile 1 and Profile 2 from the item related key/table that was defined as such in the DIS control file. The values for the Profile 1 and Profile 2 can be entered on the fly via the applicable function key. The table you access depends on the key selected for the Profile 1 and 2 in the DIS control file. Valid tables (for the keys) are:

Item discount group (11)
Item price group (12)
Item group (13)
Item account groups (14)
Item category 1 (15)
Item category 2 (16)
Item category 3 (17)
Item category 4 (18)
Item category 5 (19)
Item category 6 (20)
Item families (21)
Item sectors (22)

Attach/detach the applicable characteristics. You can also set up default values for characteristics you know will always be the same for all items. See Default values for characteristics in Item Classification.
Work with item classification definition Mandatory This is the hub of Item classification where everything comes together. This is where you link the values of the different grouping structure entities together, thereby creating a unique Item classification entity.

Add the Item classification definitions and enter the applicable values for the Item classification profile 1 and 2 entities. Any default values previously defined will be displayed.

Optionally define:

  • Layout definitions to dynamically build the applicable description(s)/ item code based on characteristics and other available values declared within the layout. The automatic generation of item code and/or description(s) takes place when you apply the Item classification definition to create an item. See Layout definitions in Item Classification.
  • Unit information and if applicable Unit formulas to automatically calculate numeric-related unit data (i.e. conversion factor, gross/net weight and volume, length, height, width and package type quantity). The calculation takes place when you apply the Item classification definition to create an item. See Unit formulas in Item Classification.
  • Base sales and purchase prices to be applied upon any item grouped within the applicable grouping structure (i.e. Item classification definition). The CLA-COPR (Classification costing/pricing) function must be activated in the Function control file. You can also use characteristics and items to define pricing exceptions where, depending on the entered criteria, items might receive a different base purchase / sales price than the one defined as the standard for any item belonging to the applicable grouping structure. Note: Prices are generated and applied AFTER item creation from the applicable item classification definition. This is because the pricing routine requires the item to be completely created before any pricing calculation can be applied. See Setting up Item Classification pricing.
Item search field control table Optional If you want to be able to utilize characteristics and values as part of the search criteria to look up items, set the Build search fields flag to YES for types 89 (Item characteristic) and 90 (Characteristic value). All characteristics and values attached to the grouping structure will be loaded into the Item file (Item search fields panel) after applying the Item classification definition to create the item.

Post set-up

When the set-up is complete, the creation/generation of the item and its associated information (depending on what was defined during the Set-up process) is a simple procedure.

You apply the Item classification definition in the Work with items file. In that file, you simply turn on the View control for Item classification entry, click the Add option and make your grouping structure and subsequently value selections for the characteristics that are retrieved. If a default value was defined for any characteristic it will be loaded but it can be changed just like the values of any of the other characteristics listed.

When you click Apply, the Item classification definition will be applied on the item together with all automatically generated data. You will be taken to the Item basic data panel as in the standard item creation. From that stage, the item creation continues as standard.

Note: A routine is available that allows you to keep your item descriptions up-to-date. If IBS Alert Management is installed and activated (recommended if using item classification and accurate item descriptions are desired), you can configure an alert to be triggered, thereby informing the user when a certain layout(s) for certain items or whole grouping structures needs to be rebuilt.

Related topics