Materials

To create and edit items in the Material table, select Maintain | Material. The material table will appear.

Add a New Material

To add a new Material, click the Add New button. A blank form appears.

A valid entry only requires a Code and a Description.

Material Code can be up to twenty (20) characters in length and is an alpha numeric field.
Material Description can be up to sixty (60) characters in length.

Enter a valid Material Code and Description. Click the Save Changes button to continue.

Inactive – When checked, this material is inactive. It will not appear in any drop-down lists on other screens.

To undo any changes click the Undo Changes button.

General

Default Material

A default material item code other than -1 None can be selected by checking the Default Material options box. The material selected as the default material will be used during a transaction. The default material selected for an individual customer account will override this option.

Allow Price Overrides

This flag is available when the Override Rates feature is enabled. When enabled the Allow Price Override check box becomes available. The price for Materials with this option selected can be changed during the time of the transaction. To allow price overrides, select Setup | Configure | Prices.

Requires a specific user login level to activate and configure. To verify user login permissions, select Maintain | Users.

Mix/Loadout

Not yet available.

Inventory

To activate inventory tracking for an item, select the Unit of Measure (UOM) to be used to track the item from the Units drop-down list weight (Pounds, Tons, Kilograms, Metric Tons), Yards, or Units. When active inventory will automatically be adjusted with each incoming and outgoing transaction.

Selecting the UOM from the inventory section can be useful, even when material inventory is not tracked. When this option is active, the Units button in the Weigh form automatically switches from the default UOM to the UOM set in Inventory Units for the selected material.

Use the Inventory report to view current inventory. Select Reporting, select Listing from the Category section and Material Inventory from the Definitions section.

Material Locations

Businesses with multiple locations may utilize the Locations feature. Businesses with a central home office and multiple remote locations or sites may have multiple materials they sell, but not all of the materials may be available for sale at all locations. When used with DataSync setting Material Locations will enable users to synchronize materials to their specific locations. Only those materials available to sell at each site will appear in the site specific database. To add Locations, select Maintain | Locations.

To add all Locations to the material click the Add All button. DataSync will synchronize the material to all locations

To add specific locations, click the Add button. A list of all available locations will appear. Select the location and click the Add Selected button. Select another location and click the Add Selected button until each specific location is listed. To cancel the selection, click the Cancel button. DataSync will synchronize the material to the selected locations.

To remove a location from the list, select the location and click the Remove button.

Sub Cats (Subcategories)

The Material table can have one or two subcategories. Subcategories help group items in a table for reporting purposes. To activate the subcategories select Setup | Configure - Material. Once active they will be included in the Sub Cats section of the Material table. In the following example a subcategory labeled Type has been added.

Each of the material items in the table can be added to one of the user defined subcategories listed; None, Rock, Sand, and Other in our example. The subcategory is available when running reports where Material is selected as a Group Option. When one of these types is selected, only the material items belonging to that subcategory group will appear on the report.

Click the Save Changes button to save changes. To undo any changes click the Undo Changes button.

Conversion Factors

Two conversion factors are available to convert pounds (or kilograms) to a user-defined unit of measure. To enable this option, select Setup | Configure | User-Defined Conversion UOM.

The new conversion fields(s) will be available in General Settings section of the Material table window.

Enter the conversion rate in the available field(s) for each item in the Material table. The conversion rate can be different for each material item.

Click the Save Changes button to save changes. To undo any changes click the Undo Changes button.

Custom Fields

Custom fields can be used to store additional material information. This information can be printed on tickets or used when exporting data for other software application such as 3^rd party accounting systems.

Up to five (5) custom fields can be activated for the Material table.

To activate custom fields, select Setup | Configure - Material. Once active they will be available in the Custom Fields section of the Material table. In the following example two of the five fields have been enabled.

Editing an Existing Material

Changing the Material Code

To change the Material Code for an existing material, select the material from the list or use the search field. Make desired changes and click the Save Changes button. A window similar to the following appears.

Click the Change existing code button to change the code and save.
Click the Cancel button to not save changes and restore the original value
Click the Make a copy instead button to create a new record.

Changing the Material Description

To change the Material Description for an existing material, select the material from the list or use the search field. Make desired changes and click the Save Changes button. A window similar to the following appears.

Click the Change description button to save the changes and return to the Material Table.
Click the Cancel button to cancel all changes.

Delete a Material

To delete a Material, select the material from the list or use the search field and click the Delete Record button. A window similar to the following will appear.

Click Yes to delete the material. Click No to cancel the deletion and return to the material table.

Error

A Material cannot be deleted from the database if it is associated with a record in another table; such as the order/job table, transaction table, truck table etc.

If a transaction has not been created for the material, it may be possible to edit the other tables and remove or change the material and try deleting it again.

If a transaction has already been created for the material, it is best to set the material Inactive.

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