IBS Enterprise Help Centre 8.0Business Suite 2014/2015

Setting up units

Related topics

This document outlines the set up procedures in IBS Enterprise for the applicable units pertaining to your business.

Function-controlled units

Unit type Table/File To do
Display/entry unit Function control file If you want to use Display/entry unit handling in the system activate the D/E-Unit (Display/Entry unit handling) function. If activated, Display/entry unit will be visible on all panels where the quantity is normally displayed, by default, in the stock unit. The stock unit will be replaced automatically and presented in the Display/entry unit.
Price unit (Sales and Purchase) Function control file If you want to use Price unit handling in the system activate the PRCUNIT (Price unit handling) function. If activated, all Pricing unit related fields (i.e. Price unit and Price unit quantity) will be visible in the system. The Price unit and the Price unit quantity will be used to calculate line values. If this function is not activated, the Pricing unit fields will never be displayed but always updated and used for line value calculations. Price unit will always be the same as the sales/purchase unit and the price unit quantity will always be the same as the ordered/confirmed/received quantity.

The Catch weight functionality is an extension of the Price unit functionality. If the PRCUNIT (Price unit handling) function is activated, you can activate the CTCH-WGT (Catch weight) function to make the catch weight related fields and panels visible in the system. When the applicable parameters are set up, the user will be able to manually change the price unit quantity/quantities for a sales/purchase order line should the need arise. See About catch weight handling for price units for more information.

Handling for Incomplete stock unit Function control file and Item file If you want the system to allow received/picked quantities that cannot be converted to complete stock units activate the INCOSTUN (Incomplete stock units) function. If activated, (and the flag for Incompl stock units in the Item file, Basic data is set to YES), the incomplete stock units will be rounded using the number of decimals from the stock unit and a validation will take place to check that the rounding does not result in quantity zero. Classic examples are when something is purchased in inches/yards but stocked and sold in meters. In the paper industry paper can be stocked in sheets but purchased and/or sold in tonnes. This can not be done without accepting incomplete stock units.

Set up procedure

(The first four should be done in the order outlined for all units you deem applicable for your business.)

Unit type Table/File To do
All unit types Work with system unit types This file holds all system unit types delivered with IBS Enterprise. (If the functions for Display/entry unit and Price unit have not been activated, they will not be displayed). Two system unit types come preloaded as required (i.e. Stock unit and Stock count unit). For any other system unit types you deem required in your system, change the Required flag to YES. These system unit types are defaulted to Item file maintenance, System units panel where you assign the unit per item.
All unit types Work with units You must define all units that you use in your business.
All unit types Work with items

Panel:
Units
You must define all units, per item, that are applicable. Here you also define if the unit is allowed on a sales order, purchase order, MDC purchase/sales order. You can also define a different Default price unit than that on the System units panel. See Price units below for how the search is performed for each item on your order line. Other information regarding decimals, conversion factor in relation to the stock unit, weight, volume, package type and quantity, etc., is also defined per unit.

If you want to set up catch weight handling, see Set up catch weight handling below.

All unit types Work with items

Panel:
System units
The unit types from the Work with system unit types file are retrieved here. You must define the unit for all types that are applicable per item. The required unit types are mandatory. Any non-required system unit types, however, can still be assigned a unit for the item.
Display/entry unit DIS control file

Work with items

Panels:
Inventory information
or Units
If you utilize Display/Entry unit handling, you must define how you want to separate the entry/viewing of quantities.

If you want to allow the entry of delimiters you must set up the following:
1. Define the actual delimiter to be used when entering/viewing a quantity in the DIS control file (the Display/entry delim field)
2. Per (applicable) item, set the Display/entry segmnt field to YES on the Work with items, Inventory information panel.

If you choose not to use delimiters, you should at least register your display/entry unit for the item with decimal handling (i.e. complete the Number of decimals field on the Work with items, Units panel).
Cost unit Work with items

Panel:
Inventory information
If a Cost unit is defined for the item on the Item file maintenance, System units panel it is retrieved and shown here. You enter the values for the applicable cost type that is used in the system. If no cost unit is defined, the Stock unit is always the default when calculating the cost price.
Default sales unit Work with items

Panel:
System units
The default sales unit is typically automatically retrieved to the order line if the user does not manually enter a unit. (It can, however, be changed to any other unit defined for the item). If no default sales unit exists on this panel, the user must manually enter a unit on the order line and can use any unit defined for the item.

Exception: If Display/Entry Unit handling is activated in the system, utililzing delimiters, the display/entry unit is retrieved. See About display/entry unit handling for more information.
Default purchase unit Work with items

Panel:
Supplier information
If a Default purchase unit is defined for the item on the Item file maintenance, System units panel it is retrieved and shown here. There is the possibility to set up different Default purchase units per item for the different unit values. The default values will only be used when a new item/supplier record is to be created. If different purchase units, per item, have been set up, the search is as follows for each item on your order line when a PO line is created:
1. Item file maintenance, Supplier information panel (provided that an item/supplier record exists).
2. If no item/supplier records exists the purchase unit is retrieved from Item file maintenance, System units panel (provided that a default purchase unit is entered for the item).
Price units
(Setting up Prices)
Work with items

Panels:

Sales price per period, Details

Purchase price per period, Details

(Supplier information)
Default sales price unit:
If a Default sales price unit is defined for the item on the Item file maintenance, System units panel it is retrieved and shown on the Sales price per period, Details panel. There is the possibility to set up different Default sales price units per item for the different unit values. The default values will only be used when prices are created and when prices are manually entered for order lines but no price unit is manually entered. If different sales price units, per item, have been set up, the search is as follows for each item on your order line:
1. Item file maintenance, Units panel
2. Item file maintenance, System units panel

Default purchase price unit:
If a Default purchase price unit is defined for the item on the Item file maintenance, System units panel it is retrieved and shown on the Purchase price per period, Details panel. There is the possibility to set up different Default purchase price units per item for the different unit values. You can manually enter a default price unit on the Supplier information panel if you need to override the value for the item for a certain supplier (or the item/unit). The default values will only be used when prices are created and when prices are manually entered for order lines but no price unit is manually entered. If different price units, per item, have been set up, the search is as follows for each item on your order line:
1. Item file maintenance, Supplier information panel
2. Item file maintenance, Units panel
3. Item file maintenance, System units panel

See About price unit handling for more information.

Set up catch weight handling

Catch weight handling is only applicable if the following is true:

  • A price unit is defined
  • The item is not fictitious
  • The item is not serial number controlled

Note: Catch weight is not supported for items included in a structure with sales price calculation code 1 or 3. A warning will be displayed to inform the user that the Catch weight flag on the sales order line will be set to NO for such items in a structure even though catch weight has been specified on the item/unit.

Function control file Activate the CTCH-WGT (Catch weight) function.
For sales order lines For purchase order lines
Item file maintenance, Units panel

If you use price unit handling in your system and you want to allow the user to change the price unit quantity for a sales order line set up the following:

  • Make sure the unit is allowed on sales orders.
  • For the applicable sales unit, set the Sales flag under the Catch weight section to YES. The following fields are optional:
    1. Variance % from / Variance % to
      A variance limit range (from/to variance percentage) may be defined for the sales unit that is correlated with the price unit. This information is not logged in the system, but the user will be flagged with a warning if the entered catch weight quantity is within the variance range limit. If the entered catch weight quantity exceeds the variance range limit, the user will be prompted with a window where the entry of the exceeding quantity will have to be authorized. Enter the "from/to" limit range.
      Basis for frght fee
      This field is only displayed if the CTCH-WGT (Catch weight) and FREICALC (Freight fee calculation) functions are activated in the Function control file. Set this field to YES if the accumulated catch weight quantity entered for a sales order line should be used as the basis when the freight fee is retrieved. Freight fee is automatically retrieved if the FREICALC (Freight fee calculation) function is activated in the Function control file. If this field is set to YES, the accumulated catch weight quantity will become the gross weight quantity for the sales order line. If this field is set to NO, the freight fee will be based on the weight retrieved from this item/unit file.

Item file maintenance, Sales prices panel
If you use sales price lists to price your items, make sure the price unit is defined for the applicable item/sales price/currency/sales unit. Click the Prices option and then the Change option to access the Item file maintenance, Sales price per period, Details panel and define the price unit.

Items file maintenance, Units panel

If you use price unit handling in your system and you want to allow the user to change the price unit quantity for a purchase order line set up the following:

  • Make sure the unit is allowed on purchase orders.
  • For the applicable purchase unit, the following fields are optional:
    1. Variance % from / Variance % to
      A variance limit range (from/to variance percentage) may be defined for the purchase unit that is correlated with the price unit. This information is not logged in the system, but the user will be flagged with a warning if the entered catch weight quantity is within the variance range limit. If the entered catch weight quantity exceeds the variance range limit, the user will be prompted with a window where the entry of the exceeding quantity will have to be authorized. Enter the "from/to" limit range.

Item file maintenance, Purchase prices panel
For the applicable purchase price, click the Change option and set the Catch weight flag to YES.

On the Purchase prices panel, highlight the applicable record and click the Prices option. Make sure the price unit is defined for the applicable item/supplier/purchase unit/currency. Click the Change option to access the Item file maintenance, Purchase price per period, Current panel and then the Change option to access the Item file maintenance, Purchase price per period, Details panel and define the price unit.

Related topics