How to Add or Modify an Item Record in Accounts Receivable for Sage 300

Before You Start

  • Decide on the item number scheme.
  • Add the distribution codes you want to assign to items.
  • If you want to add year to date or prior year statistics with items, select the Keep Item Statistics option and the Allow Edit of Statistics option for items on the A/R Options screen.
  • Before you can use an item number on an invoice, you must enter at least one unit of measure in which you sell the item, and you should also assign the applicable tax authorities and classes to item records.

To add an item record:

  1. Open Accounts Receivable > A/R Setup > Items.
  2. In the Item Number field, enter a new code to identify the item, press Tab, and then enter a description for the item.
  3. On the Item tab:
    • Enter the commodity number to use for value-added tax reporting. If you do not use commodity numbers, leave the field blank or enter a reference of your own.
    • Enter the distribution code that identifies the revenue, inventory, and cost of goods sold general ledger accounts to which you distribute transaction amounts posted for the item.
      Alternatively, you can use the General Ledger Account fields to enter the individual accounts to update when you use the item in transactions.
      Tip: To reuse some of the accounts and the discount status from an existing distribution code, insert the distribution code in the item record. Then clear the code, and enter the General Ledger accounts you want to use.
    • If you offer discounts on the item, select Discountable option.
      When you use the item code in a detail line on the A/R Invoice Entry screen, the detail uses the Discountable status from the item record, unless you change the distribution code for the detail later.
    • Enter an optional comment, such as usage guidelines or special handling instructions.
      Note: If you select the Use Item Comment As Default option on the A/R Options screen, you can display the comments when entering invoices for the item.
  4. On the Pricing tab:
    • Enter each unit of measure you use for the item.
      Enter the name or description of the unit in which you sell the item, such as EACH, DOZEN, or BOX. Add a line for each unit of measure you want to use.
      Be careful when entering the unit of measure. Check your entry before you leave the Unit Of Measure field, because you cannot change it later. If you need to change a unit of measure, you must add a new line with the correct unit of measure, then delete the incorrect line, as follows:
      • Press Insert to start a new line.
      • Enter the correct unit of measure and the other information for the line.
      • Select the incorrect line, and then press Delete to delete it.
    • For each unit of measure, enter the item cost and the item price.
      If you use multicurrency accounting:
      • Enter each cost and price in the currency you specified for the line.
      • Enter the code for each currency in which you sell the item, then enter pricing
        information for the currency. Remember to include the code for the functional
        currency and to enter units of measure and prices for each currency you specify.

      When adding non-inventory items, such as consulting fees or delivery charges, enter 0 (zero) as the cost, so that Accounts Receivable does not create entries for the inventory and cost of goods sold general ledger accounts when you post transactions using the item numbers.

    • If the tax authority does not charge tax on the price or cost, specify an alternate tax base.
      Enter the amount on which to calculate tax for the item and unit. If you charge tax on the item price or cost, you do not need to enter an amount in this column.
  5. If taxes apply to sales of the item, use the Tax Status tab to specify the tax authorities, and, for each tax authority, the:
    • Tax class.
    • Tax included status. If tax amounts are included in item prices for the tax authority and class, set the Tax Included status to Yes. (Double-click the Tax Included field, or press any key when the field is selected.)
      Note: You can select this option only if the Allow Tax In Price option is selected for the Tax Authority, in Tax Services.
  6. Click Add

To edit an item record:

  1. Open Accounts Receivable > A/R Setup > Items.
  2. In the Item Number field, enter the code for the item record you want to change.
  3. Make your changes.
  4. Click Save.

To delete an item record:

  1. Open Accounts Receivable > A/R Setup > Items.
  2. In the Item Number field, enter the code for the item record you want to delete.
  3. Click Delete

After adding or modifying an item record

  • Print the Items list. Check the items you added or changed, and then file the report.
  • If you have added a large group of item numbers, check data integrity through Administrative Services and make a backup copy of your data.