Inventory Multi Level Case Breakdown tab

See also: Invoice Options 3, Selling Multi-Level Case Breakdown items

Multi Level Case Breakdown summary:

The Multi Level Case Breakdown tab of the Inventory Details window allows you to create, modify and delete items in the list of linked items used for automatic Multi Level Case Breakdowns.

Some tab functions work in relation to the window's Toolbar. Click Toolbar to view detailed information about the Toolbar button options.

The following instructions are covered in this topic.

• Creating a New Multi Level Case Breakdown
• Linking existing Inventory items
• Un-Linking items in a Multi Level Case Breakdown List
• Editing the items in a Multi Level Case Breakdown List
• Marking items for Deletion

Example: A retailer sells canned beverages that arrive on pallets containing 48 flats of 24 cans. Each flat is further divided into four 6-packs and they sell single cans as well. The retailer needs to price and sell the following Case sizes:

• Full flats of 24 cans
• 6-Packs of cans
• single cans.

Once the required inventory items have been configured, System Five checks the available stock on the item being sold and, if necessary, automatically move stock from the larger pack sizes down into the smaller pack sizes at the Point-Of-Sale. Only if there are no pallets in stock does System Five display a warning message that the item is out of stock.

Create new linked items

1. Create a new inventory item for the pallet, setting the cost value, pack size, and the Units description (for our example we use part number = C-100, description = Carbdrink, cost = $1000., pack size = 1, Units description = Pallet).
2. Click the Case Breakdown tab to open the Case Breakdown page as shown in Figure PB-001 below:

Figure PB-001: The Case Breakdown tab

3. Click [Create] to add a smaller Case size of the items on this pallet. The dialog box in Figure PB-002 appears.

Figure PB-002: The system needs to know if you are creating a larger or smaller Case size.

(In our example, we are creating a smaller case size of Flats, so the answer is [Yes].)

4. Click the appropriate button to inform the system of the pack size you wish to create. The dialog box Figure PB-003 appears.

5. Figure PB-003: This dialog box displays the relevant information from the Parent or Larger item from the top and allows you to input the relevant information for the Child or smaller Case size at the bottom.

1. Units: Enter the description of the selling Unit for the new Case size. The system adds the Unit description to the Part Number.
2. Part Number: You can accept the default value for the new part number or modify it as desired.
3. Quantity: The Quantity is the number of Child Units that are contained in the Parent Unit. (In our example there are 48 Flats in 1 Pallet, so the Quantity is 48.) See: Figure PB-004 below.

Figure PB-004: Example of the Child item values. Note that the system is showing the values that is used for the New items Retail and Cost. These values are calculated by dividing the Parent items Cost by the Quantity specified and the Parent item Retail by the Quantity. In our example the Parent Retail of 1500.00 is divided by 48 to arrive at 31.25 and the Parent Cost of 1000.00 is divided by 48 to arrive at 20.83.

Note: The system rounds that values off to the nearest penny.

6. Click the [OK] button to create the new inventory item. The new inventory item record automatically appears as in Figure PB-005 below.

Figure PB-006: The New Inventory item.

7. Move to the Case Breakdown tab to display the information in Figure PB-006 below:

Figure PB-006: The Case Breakdown tab after adding the first new case size.

8. Repeat steps 3 through 7 for each of the other Case sizes of 6-packs and single cans. The Case Breakdown tab on the can display information similar to what is shown in Figure PB-007 below:

Figure PB-007: The complete list of the example case sizes.

Linking existing items

The system also allows you to link items that already exist in your inventory file to create a Multi Level Case Breakdown list. In order to create a Case Breakdown list from existing items use the following steps.

(We use the same example as above, but this time the items already exist).

1. Locate and open the Largest Case size for editing. Figure PB-008 below.

Figure PB-008: The largest Case size

2. Click the Case Breakdown tab to display Figure PB-009 below.

Figure PB-009: The Case Breakdown tab

3. Click the [Link] button and select the next smaller case size from existing inventory. Figure PB-010 below.

Figure PB-010: The Part Find window.

4. Click the [OK] button when you have located the correct item in the Part Find window. The dialog box in Figure PB-011 appears.

Figure PB-011: The Size relationship question.

5. Click the appropriate button to answer the Question. (In our example, we click the [Yes] button to indicate that Part C-100 is larger than Part C-100-Flat.) The dialog box in Figure PB-012 appears. The system needs to know how many C-100-Flats are in 1 C-100. Change the Quantity to the correct value. (In our example, the Quantity is 48)

Figure PB-012: The Auto Multi Level Case Breakdown dialog box.

6. Click the [OK] button to complete the link. The system returns to the Case Breakdown tab of the larger Case size item as shown in Figure PB-013 below.

Figure PB-013: The result after linking an existing item.

7. Double click the newly linked item or click the [Edit] button to link the next item in the Case Breakdown list:
8. Repeat steps 3 through 7 for each of the other case sizes. The Case Breakdown tab displays information similar to what is shown in Figure PB-014 below.

Figure PB-014: The complete list of the example case sizes.

Note: The Edit button on the Case Breakdown tab opens the next smallest linked pack size record for editing.

Unlinking items in a Case Breakdown List:

The unlinking of items in a Multi Level Case Breakdown list requires that the system ask a number of questions depending on the position of the list item being edited. If you are editing the first item in the list, then you may want to remove all of the links or you may only wish to remove the link between the current Case size and the one directly below it in the list. If you are editing an item that falls somewhere in the middle of the list, the number of possible options increases to include both the item above and below the current item. If you are editing the last item in the list, then the number of option is the same as the first item except that you would remove all or the item directly above the current item.

The process of Unlinking

System Five asks a different set of questions depending on the location of the current Part in the Multi-Level list. The questions are listed in the order that they is asked in the following sections.

• From the First item in the list
• From an item in the middle of the list
• From the Last item in the list

From the First item in the list

While editing the First item in a Multi Level Case Breakdown list, clicking the [Un-Link] button shows the dialog box in Figure PB-015

Figure PB-015: The first question

Click [Yes] to remove all of the links.

Click [No] to move on to the next question.

Click [Cancel] to abort the unlink process.

When you click [Yes], all of the links in the list are removed from the current item and all other items in the Case Breakdown list.

No additional dialog boxes or messages are displayed.

Note: This option should be used with caution as there is no method to un-do the removal of all links.

When you click [No], the dialog box in Figure PB-016 is displayed.

Figure PB-016 The warning question

If you answer [No] to the first dialog box, there is only one possible link to remove. The system asks a final question before the link is removed to give you the opportunity to change your mind.

From an item in the middle of the list

While editing an item in the middle of a list, the system asks the same first question as above. Click [Yes] to remove all Links, [Cancel] to abort the process or [No] to move to the next question.

If you click [No] the dialog box in Figure PB-017 is displayed.

Figure PB-017: The second question

This question establishes if you want to remove both the link above and the link below the current item.

Click [Yes] to remove the link to both the larger and smaller Case size. No other links is affected, but you break the list into two separate lists. No additional warning or question is displayed.

Click [Cancel] to abort the process.

Click [No] to move to the next question as show in Figure PB-018 below.

Figure PB-018: The system needs to know if you want to remove the larger or smaller link

To establish which one you want to remove the system first asks if you want to remove the larger Case size. You answer to this question gives the system the information it requires.

Click [Cancel] to abort the process.

Click [Yes] to remove the larger Case size link. The dialog box in Figure PB-019 is displayed.

Figure PB-019: Warning Message

Or Click [No] to remove the smaller Case size link. The dialog box in Figure PB-020 is displayed.

Figure PB-020: Warning Message

From the Last item in the list

While editing the Last item in a Multi Level Case Breakdown list, clicking the [Un-Link] button shows the dialog box in Figure PB-021

Figure PB-021: The first question

Click [Yes] to remove all of the links.

Click [No] to move on to the next question.

Click [Cancel] to abort the unlink process.

When you click [Yes], all of the links in the list are removed from the current item and all other items in the Multi Level Case Breakdown list.

No additional dialog boxes or messages are displayed.

Note: This option should be used with caution as there is no method to Un-Do the removal of all links.

When you click [No], the dialog box in Figure PB-021 is displayed.

Figure PB-021 The warning question.

If you answer [No] to the first dialog box, there is only one possible link to remove. The system asks a final question before the link is removed to give you the opportunity to change your mind.

Editing the items in a Case Breakdown List

The [Edit] Button opens the currently highlighted item in the list. You can achieve the same result by double-clicking the item in the list. See Figure PB-022 below.

Figure PB-022: Edit Button or Double-Click

The Position column indicates that the current item is C-100-Flat, Part Number C-100-6PK is highlighted in blue, therefore clicking the [Edit] button opens a new Inventory Details window with Part Number C-100-6PK as the current item. Double-Clicking the C-100-6PK Part Number would achieve the same result.

Marking items for Deletion

You can mark items for deletion while they are in a Multi Level Case Breakdown list, however in order for the Inventory item to be Deleted completely, it must first be removed from the Multi Level Case Breakdown list through the use of the Un-Link functions. The system displays the following popup message when the mouse is hovered over the Delete or Mark Deleted button on the Inventory Details toolbar.

Figure PB-023 Mark Deleted button message

Caution must be used when deleting items that are in Multi Level Case Breakdown list, the system uses the items in the list to move stock from the Largest item to the smallest as sales require. If an item in the Multi Level Case Breakdown list is marked for Deletion, the system may need to use that item to move stock from a Pallet to a single item. In which case there would now be stock on hand in the item that was marked for deletion. It is a best practice to remove and or replace items in the Multi Level Case Breakdown list before marking them for deletion.

See also: Inventory Details window