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Title:gptip42day - Customer Items

If your company is a heavy user of Sales Order Processing (SOP) and has Customers that place repeat orders which list their Item Numbers and not yours, GP provides a simple, easy to setup, and efficient method to speed up the order entry process – Customer Items.

For example, your Customer calls an item a ‘USB/PS2’, but you call the item in your inventory a ‘123XYZ’. You can setup a cross-reference relationship between your item number and the Customer’s item number. When you enter a Quote, A Sales Order, or an Invoice for the Customer, and type USB/PS2 in the Item Number field, your item number 123XYZ is inserted and displayed in place of the customer item number. This process eliminates the need to perform a manual conversion of your Customer’s item number to your item number prior to entering the order, thus reducing man hours expended in a non-value-added activity.

Let’s say you process 100 Sales Orders a day, 5 days a week, 52 weeks a year. That’s 26,000 Sales Orders annually. If you can save just 30 seconds an order, that’s a savings of 217 hours a year or the equivalent of a month and a quarter of an employee’s time that can be better spent in more value-added activity.

A further benefit of utilizing the Customer Item functionality is the ability to setup a Substitute Item in the event of a stock-out situation or a special promotion.

Suppose you’re offering a particular chair on closeout, but due to popularity, your inventory is sold out before the sale is over. You can substitute a replacement chair rather than back ordering the chair that is on closeout.

You can choose to setup Customer Items in conjunction with Substitute Items or use either of the features independent of each other.

The setup for Customer Items and/or Substitute Items is very simple and straightforward –

Cards >Sales >Customer Items

* click image to enlarge

1. Open the Customer Item Maintenance window.

2. Enter or select a Customer and an Item Number.

3. Enter the item name that the Customer uses. When you create a sales order and enter the Customer Item, your inventory Item Number will be displayed.

4. If desired, enter a customer item description, short name, and generic name.

5. If desired, enter additional information in the text fields.

6. To assign a Substitute Item, enter or select an item to substitute for the item displayed in the Item Number field.

7. Enter a date range for Substitute Item effectivity. This date can also be used to remove Customer/Item Substitute records in the Remove Customer/Item Substitutes window.

8. Choose Save.

If your Customers require their Item Number or both Item Numbers to appear on sales documents, you can modify your sales documents to pull both numbers and descriptions into the documents.

That’s all that’s required to setup your Customer Items and begin realizing the cost saving benefits of another great Dynamics GP feature.

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Date Added:June 17, 2010 05:09:01 AM
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