Updated: 09.11.2023

Creating Items and Templates

This chapter describes how to create an item template in TRASER DMS 365 and how to create an item with or without an item template. The chapter is divided into the following sections:

Creating Item Templates

TRASER DMS 365 gives you the option to create item templates. Item templates are necessary for creating items and can also be linked to a service item template.
To create a item template, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Item Templates page.
  • Click on New in the menu bar.
  • Fill in the fields according to the following table. Mandatory fields are highlighted in bold, optional fields in italic.
FastTab Option Description
General Code Enter a code for the item template.
Number Series Enter a number series for the system to use when assigning numbers to items.
Description Enter a description for the item template.
Items Blocked
Sales Blocked Activate this toggle switch to block these items for sales documents and journals (except return orders and credit memos).
Purchasing Blocked Activate this toggle switch to block these items for purchase documents and journals (except return orders and credit memos).
Type Specify whether the item card represents a physical inventory unit (Inventory), a labor unit (Service) or a physical unit that is not tracked in inventory (No Inventory).
Base Unit Enter the base unit in which the item is measured. The base unit also serves as a conversion basis for alternative units.
Item Category Code Enter the category the item belongs to. Item categories also contain all assigned item attributes.
Service Item Group Enter the service item group the item belongs to.
Automat. Ext. Texts Activate this toggle switch to automatically add a text module to purchase and sales documents for this item.
Inventory Shelf No. Enter the warehouse shelf number of the item. This is a purely informative field.
Unit Costs and Posting Costing Methods Select here how the cost flow of the item is recorded and whether an actual or budgeted value is posted and used in the cost calculation.
Indirect Costs % Enter here the percentage of the last purchase price of the item from which indirect costs arise, such as freight charges associated with the purchase of the item.
Purchase Item Discount Group Enter the purchase item discount group of the vendor who supplies this item by default.
Gen. Product Posting Group Enter the product type of the item to link transactions for this item to the corresponding G/L account according to the Posting Matrix Setup.
VAT Prod. Posting Group Enter the VAT details of the item or resource involved to link transactions for this data record to the corresponding G/L account according to the VAT Posting Matrix Setup.
Inventory Posting Group Specify the links between the business transactions posted for the item and a inventory account in general ledger to group amounts for this item type.
Tariff No. Enter a code for the tariff number of this item here.
Prices and Sales In this FastTab, you can enter additional information regarding price calculation, item discount group, or contribution margin. You can also set up that items created using the item template shall be excluded from catalog price updates.
Overview Purchasing In this FastTab, you can enter additional information regarding the replenishment system, vendor number, or production type. More information on this can be found in the Stockkeeping Data for Planning and Replenishment chapter.
Planning In this FastTab, you can enter additional information regarding the reordering policies, reported inventory, or demand source type. More information on this can be found in the Stockkeeping Data for Planning and Replenishment chapter.
Item Tracking In this FastTab, you can enter additional information such as an item tracking code or a lot number.
Inventory In this FastTab, you can enter additional details such as the inventory class code or the put-away template code.

You have successfully created an item template. Your changes are saved automatically.

Creating Item Templates From Existing Items

You can also create an item template from an existing item. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items page.
  • Select the item you want to turn into an item template.
  • The Item Card is displayed.
  • Click on Actions > Function > Save as Template in the menu bar.
  • The item template will contain the information of the selected item. Customize the information as needed.
  • Confirm your entries with OK.

You have successfully created an item template from an existing item.

Creating Items

To create an item, you can either use an item template or create the item yourself. To do so, please proceed as follows:

Note

If you select an item template, the item card will already be filled in with the information from the template.

  • Use the quick search (ALT+Q) to find the Items page.
  • Click on New in the menu bar.
  • Either select the item template you want to use or click Cancel to create an item without using a template.
    • If you clicked Cancel, confirm the dialog with Yes.
  • Fill in the item card according to the following table. Mandatory fields are highlighted in bold, optional fields in italic.
FastTab Option Description
Items No. Enter a number for the item.
Description Enter a description for the item.
Description 2 Enter another description for the item.
Blocked Activate this toggle switch to block these items from being posted in transactions.
Type Specify whether the item represents a physical inventory unit (Inventory) or a physical unit that is not tracked in inventory (No Inventory).
Base Unit Enter the base unit in which the item is measured. The base unit also serves as a conversion basis for alternative units.
Manufacturer Enter the manufacturer of the item.
GTIN Enter the Global Trade Item Number (GTIN) of the item. The GTIN is e.g. used to track items with barcodes and when sending and receiving electronic receipts.
Item Category Code Enter the category the item belongs to. Item categories also contain all assigned item attributes.
Used Parts Tax Mandatory Activate this toggle switch to specify whether the used parts tax will be calculated for this item in purchase and sales documents.
Variant mandatory, if available Select here whether a variant must be selected if variants are available for this item.
Unit Price (All Customers) This field displays the current best price for this item for all customers and cannot be edited.
Inflation Surcharge (%) This field determines the inflation surcharge used to calculate purchase and sales prices in the corresponding documents. More information on this can be found in the Inflation Surcharges chapter.
Service Item Attributes Manufacturer Enter the manufacturer of the item.
Category Enter a category for the item.
Subcategory Enter a subcategory for the item.
Series Enter the series of the item.
Model Enter the model of the item.
Inventory Shelf No. Enter the warehouse shelf number of the item. This is a purely informative field.
Inventory Specify how many units of an item are available in stock.
Quantity in Order Specify here how many units of the item have been received in orders and are listed in pending order lines.
Quantity in Production Orders Specify here how many units of the item are assigned to production orders and are listed in pending production order lines.
Quantity in component lines Specify here how many units of the item are assigned as production order components and are listed as pending production order lines.
Quantity in Order Specify here how many units of the item are assigned to sales orders and are listed in pending sales order lines.
Inventory Warning Select here whether a warning message is displayed if you enter a quantity on a sales document that leads to an inventory of the item of less than zero.
Volume Enter the volume of an item unit.
Receive Surplus Code Enter the policy that will be used for the item if more items have been received than ordered.
Rental For information on rental topics, click here.
Linked Rent Classes For information on rental topics, click here.
Linked Rent Objects For information on rental topics, click here.
Utilization Shows the current use and availability of your item.
Unit Costs and Posting Costing Methods Select here how the cost flow of the item is recorded and whether an actual or budgeted value is posted and used in the cost calculation.
Standard Cost Ths field displaye the standard cost that is used as an estimation to be adjusted with variances later. It is typically used in assembly and production where costs can vary.
Unit Cost Enter the unit cost of the item.
Unit Cost (Margin Calculation) This field displays the unit cost of the item that is used for the margin calculation in sales and service lines. The value shown here is based on the Costing Method for Margin Calculation, which you can set up on the Sales & Receivables Setup page.
Invoiced Inventory Indicates how many units of the item have been invoiced in stock.
Unit Cost is Regulated Activate this toggle switch to specify whether the cost price of the item was adjusted automatically or manually.
Purchase Prices and Discounts Click here to view and edit the purchase price lists for the item.
Purchase Item Discount Group Enter the purchase item discount group for the vendor.
Item Discount Group Enter an item group code here that can be used as a criteria to grant a discount if the item is sold to a specific customer.
Gen. Product Posting Group Enter the product type of the item here to link transactions for this item to the corresponding G/L account according to the posting matrix setup.
VAT Prod. Posting Group Enter the VAT details of the item or resource involved here to link transactions for this record to the corresponding G/L account according to the VAT posting setup.
Inventory Posting Group Specify the links between the business transactions posted for the item and a inventory account in general ledger to group amounts for this item type.
Default Deferral Template Specify how revenues or expenses for the item are accrued in other accounting periods.
Tariff No. Enter a code for the tariff number of this item here.
No Payment Discount If this toggle switch is activated, the discount does not apply to this item if it is used in documents.
Prices and Sales In this FastTab, you can enter additional information such as the price calculation, the purchase item discount group, or the contribution margin.
Exclude from price update Activate this checkbox if this item should be excluded from the catalog price update. More information on catalog imports canb e found in the Catalog Import chapter.
Overview Purchasing In this FastTab, you can enter additional information regarding the replenishment system, vendor number, or production type. For more information on this, click here.
Planning In this FastTab, you can enter additional information regarding reordering policies, reported inventory, or order quantity. For more information on this, click here.
Item Tracking In this notification area, you can enter additional information such as an item tracking code or a lot number.
Inventory In this FastTab, you can enter additional details such as the inventory class code or the put away template code.
Images In this FastTab, you can add images for your item.
Dimensions In this FastTab, you can add additional dimensions for your item.

You have successfully created an item. Your changes are saved automatically.

Creating Items From Catalog Items

You can use catalog items listed in TRASER DMS 365 to create items. The catalog item information will be transfered to the item card. To create an item from a catalog item, please proceed as follows:

Note

Before you can create items from catalog items, you must first set up a number series. More information on this can be found under Setting up Number Series for Items Created via Catalogs. When creating items from catalog items of a secondary catalog, the information from the linked catalog item of the manufacturer catalog is used.

  • Use the quick search (ALT+Q) to find the Catalog Items page.
  • Open the catalog item card that you want to use as a template for a new item.
  • Click on Home > Create Item in the menu bar.
  • Select an item template on the Item Templates page. If the Item Template Code field in the Invoicing FastTab of the catalog item card is already filled, the item template specified in this field is used instead.
  • Confirm your entries with OK, if needed.
  • Confirm the dialog with Yes.
  • To open the new item card, click on Home > Open Item Card in the menu bar.
  • Confirm the dialog with Yes to open the created item. The information from the catalog item card was automatically transferred by the system to the corresponding fields or FactBoxes on the item card.

You have successfully created an item from a catalog item.