Item Specification > Set Up Specification Types

Specification types are categories of item specifications that are of the same nature. Examples of specification types are size, color, weight and texture. The Specification Maintenance function allows you to create these categories for your inventory items. This function allows you to create as many specification codes as you need for each specification type. For example, if you have a specification type designated as “color”, you can create as many different colors as you may have stocked in inventory. If you have twenty different colors, you can save yourself valuable time that would have to be spent entering each color of the inventory item in the inventory record. You can also make changes to the specification codes as needed without making changes to the inventory item itself in the inventory record.

To set up specification types in the Specification Maintenance function, perform the following:

1.Access the Specification function from the Item Spec group under the Maintenance menu of the Inventory Control module. If this function is accessed for the very first time, the New screen is automatically displayed; otherwise, the Search screen is displayed. Click the New button to create a new specification type record.

2.To specify the desired specification type you want to create, enter a unique specification type code in the Specification Type field. You can enter any alphanumeric code. For example, you may want to set up the codes “COLOR” or “SIZE”.

3.To specify the detailed description of the specification type, enter in the Description field a detailed statement about the specification type.

4.Enter in the Short Description field a brief description about this specification type. For example, you may want to enter “Color” to describe the “COLOR” specification type.

5.To add a detailed item specification, set up the specification codes in the Specification Codes grid. Click the Append row to end button in the grid toolbar to activate a line in the grid. In the subsequent lines, you may also click the Insert row before current button in the grid toolbar to activate a line above the current line in the grid.

6.Enter values on the following fields in the Specification Codes grid:

oSpecification Code

Enter in this column the various item specification codes available for this specification type record. For example, you can enter black, white or blue for the specification type "COLOR".

oDescription

Enter in this column the description of the highlighted item specification code. The system will show this information on the sales invoices, pick lists, packing slips, sales orders and purchase orders. For example, your item specification codes are S, M, L, you may enter, small, medium and large in the Description grid to properly describe the specification codes.

oShort Description

Enter in this column a brief description for the specification code that is easily recognizable.

oStatus

Select the status of the specification code record, whether active or inactive. The default status is active.

7.If you want to delete an item specification code, highlight the code that you want to delete; then, click the Delete selected rows button in the grid toolbar.

8.When you are ready, click the Save button to save your entries; otherwise, click Cancel.

Q. What is the maximum number of specification types that I can assign to an inventory record?

A. You can assign a maximum of five specification types to an inventory record but you can assign unlimited number of specification codes to the same inventory record.

Set Up Specification Types

Set Up Specification Types

See Also