New Item Code Setup - How To

Setups for PRO Items occur on the INVDAT - Inventory Maintenance Screen in Advantage.

Sections below:

Choosing a Code
Choosing a Script
Fields to fill out
Setup List Price
Setup Availability

Choosing a Code:

Follow established guidelines:

Max 10 characters
First 3 characters = Org
4th character is:
- S = Salable
- P = Premium
- L = Letter
- E = Carrier
- B = Book
- R = Report
- A = Ad Piece
- N = Misc
- D = DVD or CD
For new components:
- Final two characters = MY (0-9 for Jan thru Sep, and A-C for Oct thru Dec)
- Middle part is decided by next in order, so look up 120L for example, and then find the next available in the sequence for IL Letters
For updated components:
- Use the same beginning and middle and just update the final two characters
For Salable/Premium Items - all remaining 6 characters are at the discretion of the client.

Example: IL wants to create a new letter. We know the first three characters would be 120, and the fourth character an L. Since I am creating this in February of 2024, the last two characters would be 2 for February and 4 for 2024. So we know it will be 1-2-0-L-_-_-_-_-2-4. We look up 120L on the Inventory Maintenance Screen, and we see that the next code available is 167, see screenshot below. So we know the code to create is 120L016724.

Choosing a Script:

There are many scripts to choose from, but if you are not sure which one to use, a good starting point would be the Generic script. It has most of the standard fields that require being filled out. If a script does not have the field you need, you can change script or choose no Script. Scripts can be found by clicking on the Scroll icon in the top right corner of the page. Above you will see the script currently selected.

In our example we have chosen the Generic script:

Fields to fill out:

Item Code	Use the code decided on in Section 1 above.
Title	There is a character limitation (Client decides)
Full Title	Client decides
Sales Analysis Code	If country exclusions are needed: USONL = US Only USXEU = Exclude EU Countries USCAN = US and Canada Only If no country exclusions are needed: SBL = Salable Kit PPKG = Premium Kit NONE = Salable Component PITEM = Premium Component
Tax Commodity Code	Premium and components = 02 (Non Taxable) Salable = Decided by client from available list *Check w/ Accounting Tax dept if nothing matches what it is
Tax Product Code	Still used by international clients. They will need to choose the appropriate option, or you can sometimes find an item code of the same type to identify the correct option.
Item Message	The LLC for the item
Owning Org	Assigned by Client
Package Code	N (it would only be a Y if it was being used as a package code)
Warehouse Number	Sisk = 001 EML = Email Only For outside vendor = check with Elliot if you are unsure, put in ticket if a new one For international = they should probably know their WHS code
Item Status	SR - Used for Salable Items DR - Used for components and non-salable items This is used by Blueshift to determine whether data comes over from Advantage. By using these two codes, money will be saved, this was implemented through Getty.
Salable	S If you use DR in the field above, it will default to R (Returns Only), so please make sure this is set to S, so orders can be taken on the item if necessary.
Product Format	For Supplements = SUP For everything else = GS This is used by the tax program, so it needs to be one of these 2 options. The SUP is used currently by Fillbase to identify items that fall on the Supplement side of the business.
Product Family	Decided by client (used by Zambezi Report)
Authentication Group	If needed, client will assign, or leave blank
Authentication Type	If needed = E, otherwise blank

In our example we have chosen the following:

Sales Analysis Code: PITEM, b/c there are no country restrictions and this item is for a premium kit

Tax Commodity Code: 02, b/c it is not a taxable item

Item Message: International Living, LLC

Owning Org: 120

Package Code: N

Warehouse Number 001, since it is a physical letter to be used at Sisk

Item Status Code: DR, since it is a component

Salable: S

Product Format: GS

Product Family: Non-Salable Product since it is just a component that won’t be sold itself

Auth Group: Blank, not needed for a component

Auth Type: Blank, not needed for a component

Setup List Price:

Under the Item Prices tab:

Use the Add button
Under Price Code type the word LIST and then click Next.
Under Item Price Tiers use the Add button
Under Billing Currency Enter the default currency of the Client. US$ for domestic clients. Then click OK.
Then click OK again.

Availability (defining the warehouse):

Under the Availability tab:

Use either the Add button or the Add non-inventory (++) button
- The Add button is for when you will need to maintain the inventory, for physical products.
- The Add non-inventory button is for when you do not need to maintain the inventory, for electronic products.
Enter the Warehouse Number
- The warehouse number needs to match the default warehouse number chosen in the item setup above. If there are multiple warehouse records entered, the orders will go to the warehouse that is the default warehouse from the setup above.
For both the Picking Bin and the Receiving Bin, please enter the word DEFAULT. Please be careful to spell it correctly.
Click Next twice.