Find Items Record View

The purpose of the Find Items page is to assign items, quantities, and prices to Sales Orders. When the page opens, all items that have been setup as a "Favorite" will be displayed, making data entry faster. However, if there are no favorites setup or you wish to order an item that is not a favorite, you can enter any part of the Item ID or Item Description in the Search box and either click the 'Refresh' icon or press the Enter key to populate the grid with the items matching your parameters.  

  • If the page was opened by clicking on "Find Items", the On Hand and Available balances will not be calculated and will be blank. Use this option if balances are not necessary when entering the items the customer has requested.
  • If the page was opened by clicking on "Find Items with Balances", the On Hand and Available balances will be calculated for the selected Site(s). Use this option to ensure the items are in stock when entering the order.

All items that have been ordered, and their quantities & prices, are shown an the 'Order Summary' tab. Important Customer information is shown on the 'Customer Info' tab. 

 The grid also contains columns for each Attribute that is set up for the 'Items' attribute type. Because these are user defined, they are not included in the default view but can be added a saved column layout. Item attributes are not included in the help documentation.

Software Version: 2024.04.12 and newer

Filters Tab

Toolbar IconsDescription
Search

A non-required text box that defaults to blank and is used to search across multiple fields. When the page is 'Refreshed', the data returned will be limited by what was included in the Search box (in addition to any other Search Options). 

Refer to this FAQ for advanced search options.

The Search field can be used to search across the following fields: 

  • Item Description
  • Item ID

Once items have been added to the grid and users have entered the quantities they wish to order for the item(s), there are two ways to add the item(s) to the order, users can click back into the Search box and press the Enter key or click the Refresh button.

Show Balances By

(Note: This is only visible from the Find Items with Balances page)

This allows users to choose how they want to see the Item's balances in the grid with the following options:

  • Summarized by Item: This option filters the grid items to display the corresponding Item's total balance for all the selected Site(s) on one line. 
  • Detailed by Item and Site: This option filters the grid items to display the corresponding Item's balance per Site that is selected. If multiple instances of the same item are ordered across different sites with the exact same price, one line item will be added to the order with the total Units/Weight and price that was specified for all the items. If multiple instances of the same item are ordered across different sites with a different price, a line item for each price will be added to the order.  

Site

(Note: This is only visible from the Find Items with Balances page)

Displays the Site that was selected on the Select Ship-To page/ Sales Order record view, or if one was not specified when creating the order, the Default site that is specified on the corresponding transaction class record. If the selected Site has any related Sites that are visible to Sales, these are also selected when the user opens the Find Items with Balances page.

Items Grid

Toolbar Icons
Column Filter Show/Hide
 Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column.
Excel
 Exports the contents of the grid to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view, or excluded columns, only the contents in the grid will be exported. 
Go to Order
Opens the Sales Transaction Record View for the current transaction
Group By Show/Hide
 Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. 
Help
 Opens the online WIKI help page for the current page. 
More Actions

 Displays a drop down menu of related actions. The list of options includes:

  • IQ Lot Balances: Opens the Lot Balances Inquiry in a new tab/window for the selected Item(s) for the corresponding Site(s).  If no Item(s) is selected the inquiry opens filtered for all Items for the corresponding Site(s). Note: This option is only visible from the Find Items with Balances page. 
  • IQ: Sales Item History: Opens the Sales Item History Inquiry in a new tab/window for the selected Item(s) ordered on posted sales transactions in the past 90 days for the corresponding Customer.  If no Item(s) is selected the inquiry opens filtered for all Items for the associated customer. 
Quick Column Filter
 Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text.
Refresh
 Re-queries the contents of the grid/page based on the Search Options or the default values for grids that do not support Search Options. 

(lightbulb) This ONLY re-queries the contents of columns that are currently visible, if you add a new column the contents will be empty until you click 'Refresh' again.

Saved Layouts Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).  Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected.  

Please note that existing saved grid layouts will display the Filter Row as hidden by default.

Fields
Actual Cost

Displays the Actual Cost assigned to the item or lot. This is a non-editable text box that is not required. It defaults as "0.00000". If there is an Actual Cost associated with the item, this field is calculated as [Quantity] x [Actual Cost], where Quantity comes from the 'Cost UOM' of a single unit (or weight equivalent) on the 'Properties' tab of the Item Record View. For example, if the 'Cost UOM' of an item is "Cases", then the calculated Actual Cost would be [1] x [Actual Cost]. If the 'Cost UOM' of an item is "Lbs", then the calculated Actual Cost would be [Weight per 1 unit] x [Actual Cost]. It is editable from the 'Actual Cost' field on the 'Properties' tab of the Item Record View.

The Actual Cost reflects the cost that will post to the General Ledger for Items with a 'Costing Method' of "Active". For some items this may be set from a default or "standard" cost rate and for other items this may reflect that actual amount paid to purchase or incurred to produce the product. For each individual LotSK, this is calculated as the [Actual Base Cost Rate] + sum of all the [Actual Cost Layer Rates]. 

Database Field: ERPx_IMItem.CurrentCost

Extended Amount
Identifies the Extended amount of the line item. This is a non-editable text box that is not required. It defaults as "0.00". It is calculated as [Units or Weight Quantity] x [Price], where the Units or Weight Quantity is based on the 'Price UOM' field. It can be edited by updating the 'Units', 'Weight', 'Price' or 'Price UOM' fields. This is a calculated field and not stored in the database.
Invoice Description

Identifies the Item ID and Sales Invoice Description. This is a non-editable text box that is required.

This defaults from the 'Item ID' and 'Sales Invoice Description' fields on the 'Properties' tab of the Item Record View. However, if a 'Customer Item ID' and/or 'Customer Item Description' has been setup for the item in the 'Favorites' tab of the Customers or Customer Addresses Record View, then this field will display them.

Item IDs are the unique identifier for Items. The Sales Invoice Description is used in companies that want a lot of detail in the Item Description but more of a "marketing" description used on Sales Invoices. 

Database Field: ERPx_IMItem.ItemID:SalesInvoiceDescription

Item: Description

Identifies the Item, displayed as Item ID: Item Description. This is a non-editable text box that is required. It defaults from and can be edited from the 'Item ID' and 'Item Description' fields on the 'Properties' tab of the Item Record View.

Item IDs are the unique identifier for Items. 

Database Field: ERPx_IMItem.ItemID:ItemDescription

Gross margin Pct.

Identifies the percent margin of the item by comparing the Price with the Actual Cost. This is a non-editable text box that is not required. This field defaults to "0.0000". It is calculated as (([Price] - [Actual Cost]) / [Price]) * 100 when the page is refreshed with ordered quantities for an item. This field can be updated by editing the 'Price' field on this page. This field is not stored in the database.

Gross Margin % is a calculated field that identifies the Gross Margin % for the Transaction, Item, or Lot. It is calculated as:

[Gross Margin Amt.] / [Amount]

Price

Identifies the price of the line item. This is a numeric text box that is not required. For new Orders, prices are assigned in the following hierarchy:

  1. If there is one or more Price Lists assigned to the Customer Ship-to Address, then find the 1st instance of the Item with a valid Price List Effective Date and use that price. If the item cannot be found with a valid Price List Effective Date then set the Price at 0.00.
  2. If there is one or more Price Lists assigned to the Customer, then find the 1st instance of the Item with a valid Price List Effective Date and use that price. If the item cannot be found with a valid Price List Effective Date then set the Price at 0.00.
  3. Defaults as "0.00".

For existing Orders the price defaults from the 'Current Price' field on the 'Sales_Order_Items' tab of the Price List Record View. This field is always editable.

Database Field: ERPx_SOOrderItem.ItemPrice

Price UOM

Displays the unit of measure upon which the line item price is based. This is a single-select standard lookup that is not required. If the item is on a Price List, it defaults from the 'Price UOM' field on the 'Sales_Order_Items' tab of the Price List Record View. Else if the item is not on a Price List, then it defaults from the 'Default Price UOM' field on the 'Properties' tab of the Item Record View. This field is always editable.

A UOM is a quantity used as a standard of measurement. It identifies how much makes up "1" of the measurement. Examples include Bag, Box, Each, Kg, Lb, ext.

This lookup contains the selected 'Units UOM' value and the selected 'Weight UOM' value for the item.

Database Fields: ERPx_IMUOM.UOMName, ERPx_IMItem.DefaultSOPriceUOMSK

Site

Identifies the unique Site ID (warehouse ID) of the Site the transaction, shipment, item, or lot is associated with. This is a non-editable text box that is required. This defaults from the selected 'Ship From Site' field on the Select Ship-To Record View. This is never editable.

Sites represent Plants, Warehouses, Distribution Centers, or virtual objects that are used to store and/or maintain perpetual inventory balances.

Database Fields: ERPx_MFSite.SiteID, ERPx_MFSite.SiteName, ERPx_SOOrderHeader.SiteSK

Units

Identifies the number of ordered units for the line item, formatted to the Item's 'Unit Decimals'. This is a numeric text box that is sometimes required, depending on the item type, to add the item to the transaction. This field is disabled and not required if the item's 'Manage Items By' property is "Weight Only". It defaults as 0 and is always editable if it is enabledIf this field is editable, the following will be enforced:

  • For an item that is fixed weight and requires whole units:

    • When Units are entered: the value will be rounded up to the nearest integer then the Weight will automatically be calculated based on the Units integer value.

  • For an item that is fixed weight and does not require whole units:

    • When Units are entered: the Weight will automatically be calculated based on the Units value. The Units value does not have to be an integer.

  • For an item that is variable weight and requires whole units:

    • When Units go from empty to a value: the value will be rounded up to the nearest integer then the Weight will automatically be calculated based on the Units integer value.

    • When Units go from one value to another: the value will be rounded up to the nearest integer but the Weight will NOT be recalculated.

(lightbulb) When Units go from one value to another on an item that is variable weight and requires whole units, Weight is not recalculated if the item's 'Allow Variable Ordered Qty' property is set to "Yes". Else, if the property is set to "No", then Weight will be recalculated.

Database Field: ERPx_SOOrderItem.OrderedUnits

Units UOM

Identifies the unit of measure that the units are stored in (Box, Bag, Case, Each, Tote, etc.) for a line item or on the transaction. This is a single-select standard lookup that is sometimes required. If the item is managed by "Weight Only", then this field defaults as blank and is disabled. If the item is on a Price List, then it defaults from the Price List. Else if the item is not on a Price List, then it defaults from the 'Sales Order Unit UOM' field on the 'Properties' tab of the Item Record View. This field is always editable if it is enabled.

A UOM is a quantity used as a standard of measurement. It identifies how much makes up "1" of the measurement. Examples include Bag, Box, Each, Kg, Lb, ext.

This lookup contains all 'Active' Unit UOMs on the selected Item's UOM Schedule.

Database Fields: ERPx_IMUOM.UOMName, ERPx_SOOrderItem.UnitUOMSK

Units - Avail.

Displays the available units of the item or lot at the corresponding site.

This column is only populated when this page is opened from the "Find Items with Balances" option.

Units - On Hand

Displays the On Hand units of the item at the corresponding Site or Inventory Lot.

This column is only populated when this page is opened from the "Find Items with Balances" option.

Units - Quoted

Displays the number of units that have been requested (ordered) on a Quote transaction. 

This column is only populated when this page is opened from the "Find Items with Balances" option.

Weight

Identifies the ordered weight for the line item, formatted to the Item's 'Weight Decimals'. This is a numeric text box that is sometimes required to add the item to the transaction. This field is disabled and not required if the item's 'Manage Items By' property is "Units Only". This field is also disabled if the item's 'Allow Variable Ordered Qty' property is set to "No". This defaults as 0 and is always editable if it is enabled. If this field is editable, the following will be enforced:

  • For an item that is fixed weight and requires whole units:

    • When Weight is entered: the value will be rounded up to the nearest Weight that results in a whole Unit then the Units will automatically be calculated based on the Weight value.

  • For an item that is fixed weight and does not require whole units:

    • When Weight is entered: the Units will automatically be calculated based on the Weight value. The Weight value does not have to result in an integer Units value. However, because the Units and Weight values round to two decimal places, if the rounded Units value produced by the weight value does not convert to equal the weight value, the weight value will automatically update to equal the converted value of the units since the item is a fixed weight item.

  • For an item that is variable weight and requires whole units:

    • When Weight goes from empty to a value: the Units will automatically be calculated based on the Weight value and then be rounded to the next whole Unit. Weight will remain as the user entered Weight, per the Item's 'Weight Decimals'.

    • When Weight goes from one value to another: the Units will NOT be recalculated.

(lightbulb) If the item's Manage Items By' property is "Units and Weight" and the 'Allow Variable Ordered Quantity' property is set to "No", this field will always be disabled. Entering a quantity in the 'Ord. Units' text box will automatically populate the 'Ord. Weight' field based on the item's UOM schedule setup.

Database Field: ERPx_SOOrderItem.OrderedWeight

Weight UOM

Identifies the unit of measure that the weight is stored in (Lbs, Kg, Oz, Ton, etc.) for a line item or on the transaction. This is a single-select standard lookup that is sometimes required. If the item is managed by "Units Only", then this field defaults as blank and is disabled. If the item is on a Price List, then it defaults from the Price List. Else if the item is not on a Price List, then it defaults from the 'Sales Order Weight UOM' field on the 'Properties' tab of the Item Record View. This field is always editable if it is enabled.

A UOM is a quantity used as a standard of measurement. It identifies how much makes up "1" of the measurement. Examples include Bag, Box, Each, Kg, Lb, ext.

This lookup contains all 'Active' Weight UOMs on the selected Item's UOM Schedule.

Database Fields: ERPx_IMUOM.UOMName, ERPx_SOOrderItem.WeightUOMSK

Weight - Avail.

This field displays the available weight of the item or lot at the corresponding site.

This column is only populated when this page is opened from the "Find Items with Balances" option.

Weight - On Hand

Displays the On Hand weight of the item at the corresponding Site or Inventory Lot.

This column is only populated when this page is opened from the "Find Items with Balances" option.

Weight - Quoted

Displays the weight of the item that has been requested (ordered) on a Quote transaction. 

This column is only populated when this page is opened from the "Find Items with Balances" option.

Order Summary Tab

Fields
Description
Alloc. Units 

Displays the allocated units for the line item. This is a non-editable text box that is not required. If this page was launched from an existing Order, it defaults from the 'Alloc. Units' from the item on the Items grid on the Sales Transaction Record View. If this page was opened for a new Order, it defaults as "0.00". This field is for information only and never editable.

Database Field: ERPx_SOOrderHeader.AllocatedUnits

Alloc. Weight

Displays the allocated weight for the line item. This is a non-editable text box that is not required. If this page was launched from an existing Order, it defaults from the 'Alloc. Weight' from the item on the Items grid on the Sales Transaction Record View. If this page was opened for a new Order, it defaults as "0.00". This field is for information only and never editable.

Database Field: ERPx_SOOrderHeader.AllocatedWeight

Item

Identifies the Item, displayed as Item ID: Item Description. This is a non-editable text box that is required. It defaults from the saved item(s) on the sales transaction. This field can be edited from the 'Item Description' field on the 'Properties' tab of the Item Record View.

Item IDs are the unique identifier for Items. 

Database Fields: ERPx_IMItem.ItemDescription, ERPx_SOOrderItem.OrderItemSK

Ord. Units

Displays the ordered units for the line item. This is a non-editable text box that is not required. If this page was launched from an existing Order, it defaults from the 'Ord. Units' from the item on the Items grid on the Sales Transaction Record View. If this page was opened for a new Order, it defaults as "0.00" and is updated as users add items with quantities from the Find Items grid and add them to the order, but clicking Refresh or clicking in the Search box on the Filters tab and pressing Enter. This field is for information only and never editable.

Database Field: ERPx_SOOrderItem.OrderedUnits

Ord. Weight

Displays the ordered weight for the line item. This is a non-editable text box that is not required. If this page was launched from an existing Order, it defaults from the 'Ord. Weight' from the item on the Items grid on the Sales Transaction Record View. If this page was opened for a new Order, it defaults as "0.00" and is updated as users add items with quantities from the Find Items grid and add them to the order, but clicking Refresh or clicking in the Search box on the Filters tab and pressing Enter. This field is for information only and never editable.

Database Field:ERPx_SOOrderItem.OrderedWeight

Site

Identifies the unique Site ID (warehouse ID) of the Site the transaction, shipment, item, or lot is associated with. This is a non-editable text box that is required. It defaults from the 'Site' column that the associated line item will ship from. This field is not editable.

Sites represent Plants, Warehouses, Distribution Centers, or virtual objects that are used to store and/or maintain perpetual inventory balances.

Database Fields: ERPx_MFSite.SiteID, ERPx_LMLoadHeader.SiteSk

Units UOM

Identifies the unit of measure that the units are stored in (Box, Bag, Case, Each, Tote, etc.) for a line ite