This section is the Item Master File List. It contains the list of Item records.

Overview:

Item Master File allows registration of items for use within system modules. Registration follows standard item naming convention according to user's agreement. Each successful registration adds to the number of items in the list and provided a system generated code to distinguish one item from another.

Definition of Terms:

Item Master File/List - database of company items

Item - company materials held for sale/trade or consumed for possible revenue

Item Record - consists pertinent information about the registered item; found under Item Master File

System item Code - unique code produced by system for monitoring item

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.

Related Forms

Item Maintenance Form - a documentation record to track item master file history

General Procedure/Instruction:

A. Registration of New Item

a.1. Identify and ensure the item/s to add in item master file (avoid duplication)

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.4. Finalize MS Excel Item Maintenance form and print (system item code is now available)

a.5. Have the printed Item Maintenance form approved by department head (deactivate/modify disapproved new items)

a.6. Disseminate copy of approved Item Maintenance form to concerned department

• this copy can be used as future reference for backtracking
• this copy will be used for reference when new item is encountered
• 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,.

a.7. File copy of Item Maintenance form in Item Maintenance Folder

B. Modification of Item

b.1. Identify item/s to modify in item master file

b.2. List the item/s in MS Excel Item Maintenance form and discuss with the group

b.3. Print and have Item Maintenance form with Item Modification approved by department head

b.4. Disseminate copy of approved Item Maintenance form to concerned departments

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

C. Deactivation of Item

c.1. Identify item/s to deactivate in item master file (note: item should have/adjusted to zero balance first)

c.2. List the item/s in MS Excel Item Maintenance form and discuss with the group

c.3. Print and have Item Maintenance form with Item Deactivation approved by department head

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 to be updated: cost sheets, excel running inventory, quick books SKU, actual storage, etc.,

c.6. File copy of Item Maintenance form in Item Maintenance Folder

D. Reactivation of Item

d.1. Identify item/s to reactivate in item master file (note: item beginning balance should have proper documentation)

d.2. List the item/s in MS Excel Item Maintenance form and discuss with the group

d.3. Print and have Item Maintenance form with Item Reactivation approved by department head

d.4. Disseminate copy of approved Item Maintenance form to concerned departments

d.5. Reactivate affected item in system Item Master File Profile

• other records should be updated at this point too (adding to list if necessary)
• other records to be updated: cost sheets, excel running inventory, quick books SKU, actual storage, etc.,

d.6. File copy of Item Maintenance form in Item Maintenance Folder

Notes:

For further instructions on how create a new item record please see Create New Record and fill up Item Master File Profile form.