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module:masterfile:item:list [2014/07/10 15:24]
target 		module:masterfile:item:list [2017/05/04 17:26] (current)
target
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 Item Master File/List - database of company items Item Master File/List - database of company items
  
-Item - company materials held for sale/trade or consumed for possible revenue +Item - company materials held for sale/trade or used as raw material of another item for possible revenue 
  
-Item Record - consists pertinent information about the registered item; found under Item Master File +Item Profile - consists pertinent information about the registered item; [[module:masterfile:item:profile|Item Master File Profile]]
- +
-System item Code - unique code produced by system for monitoring item +
      
 **User Involve** **User Involve**
 +
 Supply Chain is the main responsible for maintaining a quality item master file; any memo for changes should be followed and applied by PM, Accounting officer, Warehouse Manager, Material Manager to their corresponding records and scope of responsibility.   Supply Chain is the main responsible for maintaining a quality item master file; any memo for changes should be followed and applied by PM, Accounting officer, Warehouse Manager, Material Manager to their corresponding records and scope of responsibility.  
 +
 +Registration, modification, or deactivation shall be directed to supply chain for processing.
 +
 +**Related Forms**
 +
 +Item Maintenance Form - a documentation record to track item master file history
 +
 +note: you may download the form by clicking "Excel Forms" button found on the menu bar of Item Master File Profile
  
 **General Procedure/Instruction:** **General Procedure/Instruction:**
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 **A. Registration of New Item ** **A. Registration of New Item **
  
-a.1. Identify and ensure the item/s to add in item master file (avoid duplication)+a.1. Identify and ensure the item/s to add in item master file (check format;avoid duplication)
  
 a.2. List the items in MS Excel Item Maintenance form and discuss with the group a.2. List the items in MS Excel Item Maintenance form and discuss with the group
    
-a.3. Fill-up system Item Master File Profile and save record (you now have an active new item) +a.3. Finalize MS Excel Item Maintenance form and print
  
-a.4. Finalize MS Excel Item Maintenance form and print (system item code is now available)+a.4. Have the printed Item Maintenance form approved by department head (deactivate/modify disapproved new items)
  
-a.5. Have the printed Item Maintenance form approved by department head (deactivate/modify disapproved new items) +a.5. Disseminate copy of approved Item Maintenance form to concerned department 
- +
-a.6. Disseminate copy of approved Item Maintenance form to concerned department +
   * this copy can be used as future reference for backtracking   * this copy can be used as future reference for backtracking
   * this copy will be used for reference when new item is encountered    * this copy will be used for reference when new item is encountered 
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   * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual item labels, etc,.    * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual item labels, etc,. 
  
 +a.6. Fill-up system Item Master File Profile and save record (you now have an active new item) 
 + 
 a.7. File copy of Item Maintenance form in Item Maintenance Folder a.7. File copy of Item Maintenance form in Item Maintenance Folder
- 
  
 **B. Modification of Item ** **B. Modification of Item **
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 b.4. Disseminate copy of approved Item Maintenance form to concerned departments  b.4. Disseminate copy of approved Item Maintenance form to concerned departments 
 +    * other records should be updated at this point too 
 +    * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual item labels, etc., 
 + 
 b.5. Modify affected item in system Item Master File Profile b.5. Modify affected item in system Item Master File Profile
-  * other records should be updated at this point too +  
-  * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual item labels, etc.,  +
 b.6. File copy of Item Maintenance form in Item Maintenance Folder b.6. File copy of Item Maintenance form in Item Maintenance Folder
  
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 c.1. Identify item/s to deactivate in item master file (note: item should have/adjusted to zero balance first) c.1. Identify item/s to deactivate in item master file (note: item should have/adjusted to zero balance first)
 +*see [[module:inventory:inventoryadjustment:profile|Inventory Adjustment Profile]] or other applicable module
  
 c.2. List the item/s in MS Excel Item Maintenance form and discuss with the group c.2. List the item/s in MS Excel Item Maintenance form and discuss with the group
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 c.4. Disseminate copy of approved Item Maintenance form to concerned departments  c.4. Disseminate copy of approved Item Maintenance form to concerned departments 
- 
-c.5. Deactivate affected item in system Item Master File Profile 
   * other records should be updated at this point too (removal from list if necessary)   * other records should be updated at this point too (removal from list if necessary)
   * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual storage, etc.,    * other records to be updated: cost sheets, excel running inventory, quick books SKU, actual storage, etc., 
 +
 +c.5. Deactivate affected item in system Item Master File Profile
  
 c.6. File copy of Item Maintenance form in Item Maintenance Folder c.6. File copy of Item Maintenance form in Item Maintenance Folder
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 d.1. Identify item/s to reactivate in item master file (note: item beginning balance should have proper documentation) d.1. Identify item/s to reactivate in item master file (note: item beginning balance should have proper documentation)
 +*see [[module:inventory:inventoryadjustment:profile|Inventory Adjustment Profile]] or
 +*see [[module:joborder:inventorycount|Job Order Inventory Count]] or other applicable module
  
 d.2. List the item/s in MS Excel Item Maintenance form and discuss with the group d.2. List the item/s in MS Excel Item Maintenance form and discuss with the group
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 d.6. File copy of Item Maintenance form in Item Maintenance Folder d.6. File copy of Item Maintenance form in Item Maintenance Folder
      
-Notes:+**Notes:**
  
-For further instructions on how create a new item record please see [[operation:list#Create New Record|Create New Record]] and fill up [[module:masterfile:item:profile|Item Master File Profile]] form.+For details about filling up item profile (Item Masterfile Profile) please see [[module:masterfile:item:profile|Item Master File Profile]].
module/masterfile/item/list.1404977052.txt.gz · Last modified: 2014/07/10 15:24 by target

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