Updated: October 2, 2020 8:31am

New Inventory Item

The following steps explain how to add a new item to RP Prism inventory. Items created in Prism will be replicated back to RIL.

  1. Select Store Operations from the Prism menu.    
  2. Click the Merchandise button.     
  3. Click the Inventory button.    
  4. Click the New button.    
  5. Enter item details. The only required fields are DCS Code and Description 1; however, users typically also enter: Vendor Code, Attribute, Size, Cost, Price and UPC.    
  6. Click the Save button when finished.    
  7. A confirmation is displayed. Click Yes. (If you click No, you are returned to the Item form.)    
  8. Assuming you entered a Price and Cost for the new item, adjustment memos will be created. Select a Cost Reason and Price Reason, and then click Continue. The necessary memos will be generated based on the price/cost/quantity values entered.    

Sample New Item record:

New item record

Adjustment Memos for New Items

By default, RP Prism is configured to require adjustment reasons on memos any time Price, Cost, or Quantity is changed. When a user creates a new item and enters a Price, Cost and/or Quantity, adjustment memos will be created. This is a requirement of Prism. When a user saves a new item, the last step is a prompt for selecting adjustment reasons for the adjustment memos that will be created. Whether or not you are required to select adjustment reasons will depend on how Adjustment Reason preferences are configured (Admin Console > Preferences & Settings > Merchandise > Adjustments).  You can configure Prism preferences to not require a reason or assign a Default Reason to each of the adjustment memo types. Either of these configurations saves the user from having to select an adjustment reason when creating a new item. The user can simply click the Continue button.
Price memos are generated for a particular price level. Cost memos are generated at the company level for the Subsidiary where the item was created. Quantity memos are for a particular store

  • Use Case 1 - Do not Require Adjustment Reasons on Memos: If preferences are configured to NOT require memos, then when a user creates a new item, the prompt is displayed. The user can simply click Continue to finish saving the new item.
  • Use Case 2 - Require Adjustment Reasons on Memos - Default Reason set to Null: If reason are required, but the default reason is set to null, users will see the prompt and must manually select a Reason for each memo type. This is the default configuration for Prism and requires the most user interaction.
  • Use Case 3 Require Adjustment Reasons on Memos - Default Reason Selected: If a default reason is selected, then when the user saves a new item, the adjustment reasons are already entered. The user simply has to click the Continue button.

New Item Fields
Refer to the following table for information about the available fields on the General tab when adding a new item to RP Prism inventory. Additional settings are available on the other tabs.

Field Description
DCS Code (Required) The full Department Code consisting of Department (D), Class (C), Subclass(S):  Combined, the DCS field can be 3-9 characters long. Select the desired DCS from the dropdown.
Vendor Code The user-defined code assigned to the vendor of the item (3 to 6 characters).  The code must be the same for all members of a style. Select the desired Vendor Code from the dropdown.
Entry of a vendor code is not required; however, it is typical. The Vendor Code is part of each item's style definition.
Description 1 (Required) A description field usually used as the style description.  As such, it must be the same for all members of a style.
Description 2  Description 2:  A description field usually used for recording any additional information to describe this particular item, such as a vendor's catalog number.  
Attribute Attribute:  A field used to describe an item, typically color or a second size.
Size The size of the item (e.g. Small, Medium, Large).
Store OH Qty The quantity on hand in inventory.  The Qty field is automatically updated each time an item is received, transferred, or sold, and when completing a physical inventory.
Cost The cost of the item.  This is the amount of money charged by the vendor for one unit.
Price The item's selling price. Note: If using Price Levels, you can enter a different Price for each price level being used.
Price with Tax Item Price with Tax. In a VAT environment, the Price with Tax field is used instead of the Price field.
UPC Universal Product Code:  The item's unique UPC/EAN/ISBN identifier.  This field can be up to 18 characters.  Entries of less than 13 characters will be converted to a 13-digit form.  
ALU  Alternative Lookup:  A user-defined field that can be used to lookup items (instead of UPC).  This field can contain text descriptions, catalog numbers, etc.

 
Join Item to Style
A style is a group of related items, for example, a shirt that comes in a variety of sizes and colors. In the initial releases of the Prism Inventory module, users do not have the ability to add styles. Instead, to add a style, users should add the first item in the style, entering the desired DCS, Vendor Code and Description 1 for the group. Next, add the second item, making sure to enter the same DCS, Vendor Code and Description 1. When you save an item that has the same DCS-Vendor Code-Description 1 as an existing item, Prism will prompt you to join the item to the style.

Item Identifiers (ALU, UPC)

  • Universal Product Code (UPC): Retailers typically use the Universal Product Code (UPC) identifier for items. Prism has a single UPC field; however, RP 9 has two UPC fields: Global UPC and Local UPC. The UPC that you enter in Prism will be copied to the Local UPC field in Retail Pro 9.
  • Alternate Lookup (ALU): Some retailers use their own custom identifier. These identifiers can be entered in the ALU field. UPC and ALU sequences are only available at the Subsidiary level.

Select a Department or Create a Department
The Department is a required field for new items. You can assign an existing department or add a new department on the fly. To assign a Department to a new item, click the dropdown arrow. You can select a Department code from the dropdown list or type a value in the text box. To create a new department, click the Create DCS button.

Create Vendor
When adding a new item that is sold by a vendor not previously used before, users can create the vendor record on the fly. Sometimes when adding a new item, the item's vendor does yet exist in the Prism database.

Description, Size and Attribute
There are four item description fields available. By default, Description1 is used for the primary item description; however, you can configure preferences to use Description 2 instead of Description 1, or use both Description 1 and Description 2. Description 2 through Description 4 can be used as needed to provide additional information about an item. The Size and Attribute fields are used with clothing. The Attribute field can be used to store the item's color or other info (e.g. a second size).

New Item Price and Cost
RP Prism provides the following price and cost fields when adding a new item. Note: The ability to edit Price and Cost is controlled by security permissions.

Field Description
Price The Price field is typically used to store the item's Manufacturer's Suggested List Price (MSRP).
Price with Tax The item's price with tax, based on the tax rate for the user's assigned store. If using VAT, the Price with Tax field is used instead of Price.
Cost The amount paid to the vendor for each unit.
Order Cost Order Cost is used with the Trade Discount feature. Trade Discounts are not currently available in RP Prism.
Price Level Using the Price Levels feature, you can define separate prices for sales to employees, VIPs or other situations.


About Price Levels
Some stores use different price levels for retail sales, wholesale sales, sales to employees, and so on. By default, prices used when listing items on documents are taken from the currently active price level in inventory (shown in the status bar).  When making a transaction billed to that customer, prices will be taken from the customer's assigned price level.  If you use multiple price levels, the suggested selling price of an item can be taken from different price levels depending on system configuration. A preference setting enables users to select the desired price level to use for calculating discounts.

Margin Information
Margin is the difference between price and cost. It can be expressed in three different ways in Retail Pro Prism.

Value Description
Margin % Margin percentage. The cost as a percentage of the price.
(Price - Cost) / Price
Markup % The percentage difference between the cost and the price.
(Price - Cost) / Cost
Coefficient Coefficient. The Price as a percentage of the cost.
Price / Cost

Enforce Original Price Tax
If selected, the Force Orig Tax flag will be automatically selected when the item is listed on a receipt or sales order (the flag can also be set from the receipt). With the flag selected, Tax for the item is calculated based on the original (non-discounted price) rather than the discounted price. That is, the Price for the currently active price level in Inventory is used to calculate the Tax % and Tax Amt for the line item.
If the Force Orig Tax flag is NOT selected for an item on a receipt or SO, the tax amount for the item is calculated based on the discounted price. Important! The Force Orig Tax flag does not affect global (document-level) discounts or Percentage Reward programs. Default Setting: Selected

On-Hand Quantity for New Items
When adding a new item, the quantity is zero. To add quantity to inventory, receive items on a voucher or create a quantity adjustment memo.

Checking O/H Quantity at POS
A preference setting, if selected, will alert the Associate when an item is listed on a transaction at a quantity that exceeds the current on-hand quantity.

Decimal Quantity (Case Qty, Units/Case)
Some retailers sell certain items by either individual units or by the case. For these items, select the Use Qty Decimals checkbox and enter a Units/Case value. When ordering these items, you can enter a case quantity and Retail Pro will automatically calculate the number of units (or vice versa).

View Item Qty at other Stores
To view the item's quantity at other stores in the Subsidiary, select the Qty tab. The table lists the item OH Qty, Min Qty and Max Qty at each other store in the Sub. You can sort the list by any of the fields on the quantity grid. This is useful for checking if a nearby location has available inventory for a hot-selling item.

Min/Max Quantity
Min/Max values play a vital role in deciding whether or not to reorder merchandise and how much to reorder. When adding a new item, you can enter the item's Min Qty and Max Qty for the Store. These values will be replicated back to RIL and can then be used when generating Auto POs to replenish inventory. To define Min/Max values, select the Purchasing tab and scroll down to the Store Min/Max area. Note: RIL includes a special tool, Auto Min/Max, that can be used to automatically calculate item Min/Max values based on criteria such as # of units sold for a certain time period.

User-Defined Fields
You can define user-defined fields for inventory in preferences and then assign UDF field entries to individual items as needed.

Max Item Discount
You can control how much of a discount can be applied to an item. This is important because some vendors require that certain items not be discounted or limit the amount of discount below MSRP. If zero is entered, then discounts are not allowed. If 100 is entered, the item can be discounted up to the full selling price.

Tax Info
Each item is assigned a Tax Code. The Tax Code, combined with Tax Area rules, determines the item's tax rate at POS. By default, items are assigned a Tax Code of TAXABLE. If an item is exempt, you can assign the EXEMPT Tax Code. Note: Tax Codes and Tax Areas are defined in RIL Local Preferences > Taxes > General. The Tax area of the item record shows the tax information for item, based on the tax area information for the current user's store.

Activate/Inactivate Items
Only active items can be listed on a transaction. If necessary, you can inactivate an item. For example, if the item is only to be sold during a certain season and that season has passed.

Salesperson Incentive Fee (SPIF)
Each item can have a Salesperson Incentive Fee (SPIF). The SPIF is a specific amount that the primary Associate will earn when the item is sold. Note: SPIFs are separate than commissions. Commissions are not currently supported in RP Prism.

Inventory Tabs
Additional Inventory fields are available via a set of tabs:

  • General
  • Price/Cost
  • Qty
  • Purchasing
  • UDF
  • Misc

General Tab

Field Description
DCS Name The user-friendly name for the DCS Code.
Vendor Name The user-friendly name for the Vendor Code.
Description 3, Description 4 Additional Description fields for items. Can be used to store additional descriptive information.
Department The first tier in the full department code, typically used for the broadest classification.
Class The second tier in the full DCS Code, typically used to assign merchandise within each department to a narrower category or class.
Subclass The third segment of the DCS Code.
Non-Inventory If the Non-Inventory checkbox is selected, it indicates the item does not have a physical on-hand quantity. This field enables retailers to add things like gift-wrapping or repairs as line items with a defined price but with no on-hand quantity.
Qty Decimals If selected, the item uses quantity decimals. This is common for items that are sold by the case or carton and by individual units. If you select the Qty Decimals check box, then you should also enter a Qty per Case value in Retail Pro 9 Inventory.
Max Discount % Each item's Max Disc % determines the maximum discount percentage that can be applied to an item. By default, new items have a Max Disc % of 100, meaning that the entire price can be discounted.  Note: If a promotion calls for a discount greater than an item's Max Disc %, the discount amount for the promotion will be adjusted to the Max Disc %.
Tax Code The tax code (e.g. TAXABLE, EXEMPT, etc.) for the item. The tax area and the tax area determine the tax percentage applied to the item.

Price/Cost Tab

Field Description
Store  
OH/Qty The current on-hand quantity for the item at the user's store.
Ext Cost The extended cost for the item at the store (Cost x OH Qty).
Ext Price The extended price for the item at the store (Price x OH Qty).
Ext Price WT  The extended price with tax for the item at the store.
Company
Company  
OH Qty The current oh-hand quantity for the item for the entire company.
Ext Cost The extended cost for the item for the entire company (Cost x OH Qty).
Ext Price  
Margin  
Percent Margin percentage. The cost as a percentage of the price.
(Price - Cost) / Price
Amount Margin Amount:  The profit amount for this item (excluding tax).   Margin Amount  =  Price - Cost
Amount with Tax The item's margin amount when using Price with Tax instead of Price.
Ext Amount The item's extended Margin Amount at the store. (Price - Cost) x OH Qty
Ext Amount with Tax The item's extended margin amount, including tax. (Price WT - Cost) x OH Qty
Markup % Mark Up %:  The profit expressed as a percentage of the cost.
Coefficient This number is equal to the price divided by the cost of the item.  It can be used to calculate price if it is multiplied by cost.  Coefficients are typically used by retailers in countries that have VAT.  Coefficient  =  Price / Cost
Tax  
Tax 1 The tax rate applied to the item for the user's store. Based on the tax rate assigned to the tax area of the user's store.
Tax 2 (Multi-Sales Tax environments) Tax rate for the second tax area assigned to the store.
Price Level  
Price Level Identifies the currently active price level.
Level Name The user-friendly name for the price level.
Season (Seasonal pricing) The season to which the item is assigned. When using seasonal pricing, the price level assigned to the season becomes active when the season starts.
Price The item price for the selected price level.

Qty Tab
On the Quantity tab, you can see the item's On-hand, Min and Max quantity information at each of the stores in the Subsidiary.

Field Description
Store Code The Store Code identifies each store in a subsidiary.
Store Name The user-friendly store name.
OH Qty The item's current on-hand quantity at the store.
Min Qty  The minimum quantity for the item at the store.
Max Qty  The maximum quantity for the item at the store.

Purchasing Tab
On the Purchasing tab, you can view various information that can help when deciding whether or not to reorder the item.

Field Description
Order Cost The cost of the item as charged by the vendor. Note: If you are using Trade Discounts (future release), then the Trade Discount % is applied to each applicable item's List Cost to calculate Order Cost. If using Trade Discounts, Order Cost is automatically used on purchase orders and vouchers, and vouchers are unable to update an item's Order Cost.
Orderable Date The date when the item can first be ordered. This enables retailers to define new items ahead of time, with the restriction that the items cannot be ordered on Purchase Orders until the Orderable Date.
Discontinued Date The date after which the item can no longer be ordered. This prevents the ordering of items that are being phased out of inventory.
Unorderable If the Unorderable checkbox is selected, the item cannot be listed on Purchase Orders. This is useful for items that are being phased out. The items can continue to be sold but new orders are not allowed.
Minimum Order Qty The minimum number of units that can be entered on a purchase order.
Case Qty The items current case quantity (OH Qty / Units per Case)
Units/Case The number of individual units that
Min Qty The minimum number of units to keep on-hand for the store.
Min Ext Cost The item's extended cost at the store Min Qty (Cost x Min Qty).
Min Ext Price The item's extended price at the store Min Qty (Price x Min Qty).
Min Ext Price with Tax The item's extended price with tax at the Min Qty.
Max Qty  The maximum number of units to keep on hand.
Max Ext Cost The item's extended cost at the store Max Qty (Cost x Max Qty).
Max The item's extended cost at the store Max Qty (Cost x Max Qty).Ext Price The item's extended price at the store Max Qty (Price x Max Qty).
Max Ext Price with Tax The item's extended price with tax at the Max Qty.

 
Inventory UDF Tab
The Inventory UDF tab has the following characteristics:
Only UDF's with labels defined in Retail Pro are displayed
Inventory UDF and Aux fields are replicated back and forth between Prism and RIL.

Manually entered UDF options are not added to the UDF options table. The custom label is not displayed in the dropdown. In this situation, the user should define the label in the RIL Preferences for Inventory UDF fields. A button next to the UDF dropdown enables you to toggle to manual entry vs. selectable entry.

Field Description
UDF1Date The UDF1 field is a date field. This field can be used to store a date related to the field.
UDF2Name - UDF6 Name UDF text fields
Aux1Name - Aux6 Name Additional (auxiliary) user-defined fields.

Misc Tab

Field Description
SPIF Salesperson Incentive Fee. An amount that will be recorded as being earned by the Associate for selling the item. SPIF is for informational and reporting purposes only. The SPIF does not affect transaction amounts.
Sellable Date (future release) This field enables retailers to prevent items from being sold until a certain date. Not currently implemented in Prism.
Created Date/Time The Date/Time the item record was created (saved).
Modified Date/Time The Date/Time the item record was last edited.
Last Sold Most recent date the item was sold.
First Received First date the item was received on a voucher.
Last Received Most recent date the item was received on a voucher.