Masterfile maintenance

International Standard Book Number (ISBN) that uniquely identifies a book or an inventory item in the system. It can be an alphanumeric Product code or an Item code.

ISBN Lengths are determined in TMSDS/IM-LNG. If the new ISBN or Code does not equal the Control File setup, the system displays the following message: Warning Invalid Title Length

In TMSDS/IM-CHKD a check digit can be setup. If the new ISBN entered does not match the check digit the system displays the following message: Warning: Invalid check digit on ISBN. If only a warning message is given, <ENTER> is pressed to continue.

If the system displays the message “This ISBN already exists on the NEW Title Masterfile”, use the Transfer option available in the Unapproved Title Maintenance function to transfer the title from the New Title Masterfile to the main Title Masterfile.

In Title Default Maintenance the field is referred to as Title (prefix/suffix). If a Prefix or Suffix is nominated here, titles that are created using this template have this detail added to the ISBN.

If using multiple books for a project the ISBN for each book within the project must be different and the ISBN field on the project header must be left blank. Each paper code must be linked to a IP1 ISBN when paper is ordered, through the IP1 system; the corresponding IP1 ISBN is retrieved. 

Level codes form part of the Item Classification hierarchy. This analysis code is important for on-line Sales Analysis, inquiries and reports. It is used, for example, in financials and purchase planning. There are 5 level hierarchy codes in the Title masterfile but not all levels have to be used. If a change is made to the hierarchy once processing has started, the Sales History files may need to be rebuilt.

Level 1 - referred to as the Title  class.

Level 2 - referred to as Title division.

Level 3 - referred to as the Title group.

Level 4 - referred to as Title category.

Level 5 - referred to as the Title sub category.

This is the barcode that uniquely identifies this title to the warehouse system. This number can be computer generated based on the ISBN using either the (European Article Number) EAN13 Bar Code Standard or the (Australian Product Number) APN. TMSDS/IM-IBCD is setup to generate default barcodes when adding a new title and to determine which Bar-coding standard to follow. When an APN barcode is manually entered, a check digit must be entered.

A scanning facility may be used to register goods that are received into the warehouse. The scanner reads and records the barcode of an incoming product, which in turn retrieves the appropriate Title and Title details.

Depending on the setup in TMSDS/IM-IBCD, a barcode can be added to existing Title by selecting F4 in this field.

A valid ISBN that would be supplied as an alternative if there was insufficient stock of the main title ordered.

A = Active. Titles with an active status can be entered and maintained on orders and are processed normally. A new record will usually have an Active status.

C = Closed. Titles with a closed status cannot be entered or maintained on orders. The next time a purge of the Title Masterfile is run all titles with a closed status are deleted from the system on condition there is no history for that title. Closed Titles can be returned. TMSAR/CE-VALIS determines whether Customer Claims can be entered for closed Titles.

S = Stopped or Suspended. Titles with a stopped status can still be entered and maintained on orders however the orders always pend (Reason Y) before being processed. This status is usually used as a temporary suspension. The title is never purged with a stopped status. TMSAR/CE-VALIS determines whether Customer Claims can be entered for suspended Titles.

These Codes display on Format 1 of the Alpha Search Screen.

Stock Report codes are established in TMSDS/IM-STKR.

TMSDS/IM-STKRR is setup to indicate to the system what the Stock Report code should change to when stock is received as well as whether or not the Release Date should change. Another TMSDS/IM-STKRD is setup with the default Stock Report code. TMSDS/IM-STKRV is used to determine whether or not validation on Stock Report codes is necessary. TMSDS/IM-IBORR is also used to define backorder logic.

This is the unit in which the title is sold. If a pack could be broken for sale this unit of measure needs to be a single unit rather than a Pack. The List Price of the title must also be in this lowest denomination. The system also holds a Purchasing Unit so for example batteries can be ordered in individual units but stored in stock and sold as Packs. Packs could be this unit of measure if a pack cannot be broken.

The date on which the title was published in its country of origin is recorded. This would then give an indication that purchase orders for local stocking purposes can be placed from this date onwards. This date can be updated from the Book Specification Masterfile if the book is a reprint. If this date is changed, the system changes all outstanding purchase order ETA dates to the “new” reprint date + lead time (for foreign titles only). The Control Files that initiate this action are TMSBP/PJ-PUBD and TMSBP/PJ-PUBDA.

Note: Once this field is confirmed, it can never be maintained. To correct an entry, the title must be purged and then re-created.

A fictional or dummy item like stereo is created and it is not a stock item in its own right, but components linked to the stereo item need to be picked. Either an individual component can be picked or the components could be packed into 1 box already and the box is picked.

This code classifies the item relative to its usage and/or value like slow moving, high value. ABC classifications can be updated automatically based on average unit costs and annual usage to provide a dollar value and a corresponding classification (based on user-defined, percentage rankings).

A report, with an optional update of this field, is run at month end and shows Cost movement in descending order for each item along with the current ABC Class and the suggested ABC Class. The last 12 months movement in and out of the warehouse is accumulated. The percentage of warehouse movement is calculated as Item Cost Movement divided by Whole Warehouse Cost Movement. The ABC class is updated based on stock movement percentage as defined in TMSDS/IM-ABCS. Refer to WHS Stock Take documentation for more information.

This flag determines whether a title is a stock item, non stock item or a digital item. If the flag is set to:

• Y, physical stock item.
• N, the title is non stock and is known as a miscellaneous item.
• D, the title is a digital product

Non-stocked items could be freight charges, handling charges, labour, insurance, promotional materials, etc. Components for Packs and Systems can be non stock items. For non-stocked items no warehouse stock movement records are created and no cost is posted.

This field indicates to the system the costing method to be used for a specific title. Valid costing method codes are:

• WAVG Weighted Average
• FIFO First In, First Out
• LCST Last Cost
• STD Standard

Note 1: Costing method for Digital Products is restricted to standard. Weighted average and FIFO costing method are not valid for Digital Products as there is not stock receipting involved.

Note 2: Once this field is confirmed, it cannot be maintained.  To correct the field, the title must be purged and then re-created.

 The costing level can be set by warehouse or nationally on TMSDA/IM-CSTB. If national costing is in place, across a number of warehouses where one title is stored in all warehouses the average cost is calculated by taking the quantities in all the warehouses into account. If the costing level is by warehouse it means the same product in each warehouse could carry a different cost.

To cater for export customers and the resulting duty costs, tariff codes can be defined along with duty rates. This is an optional entry. Tariff codes are shown on invoices and are printed on each line item. A report is generated which shows the titles sold by tariff code, as well as the relevant duty rate.

You are able to record and maintain import licenses by tariff codes, as well as print duty declaration forms and import licenses.

TMSDS/IM-TRFL determines whether or not to use the Customs Code File for Tariff details. If flagged as Y and F4 is pressed in this field to search for a valid Tariff Code, a list of codes displays:

TMSDS/IM-TRFC can be used instead of a Customs Code File. In this case, TMSDS/IM-TRFL is flagged as N.

Freight Charge item or Freight Charge item non-tax.

• N = no validation necessary
• Y = validate against IM-IGLC
• D = derive from Title Hierarchy.

If Yes (Y) to validate against IM-IGLC then the General Ledger Stock Control Account used for all stock movement postings needs to be established in TMSDS/IM-IGLC.

If the account must be taken from the Title Hierarchy (D) this field becomes protected (no underline) as no entry is required.

If No validation is required, an account can be entered without it validating to TMSDS/IM-IGLC even though F4 lists the accounts established in that control file.

The Tax Code fields are used in conjunction with the Tax Rate fields and allow you to enter different Tax rates and percentages for each component of a Title. 

For example, the components of a book may include the cover and pages of a book or a complimentary diskette. The cover of the book may be taxed at a rate of 22%, the pages at 11%. You can enter up to five components per Item as well as the rate at which each component is taxed and the percentage of the Item that each component constitutes.

If a customer is Tax Exempt, this tax breakdown is not applicable to their sales order.

In the Title Masterfile indicate how much of the value of this title tax is. This six character field shows what percentage of the title is to be charged to tax and at what tax rate. This function can also be used for tax calculations of a composite item such as a home theatre where individual components have different tax rates. For example on 90% of the value charge 32% tax.  On 10% of the value charge no tax. Another example is that of the book where the cover may constitute 30% of the book and the pages may constitute 70% of the book.

Note that the Tax rates must equal 100%. If you use one Tax rate, then you must enter a Tax percentage of 100%. If you use two Tax rates, then you must ensure that the Tax percentages total 100%, eg 35% and 65% or 80% and 20%.

This carton quantity is used in case of auto-generating purchase orders. This quantity is used to round the order quantity to match the carton size of the suppliers. This does not affect the carton quantities when receipting, only the total order quantity.

For digital products, default the carton quantity to 1.

Note: Volume, weights and dimensions must be zero for digital products

The title weight and dimension formats on the Title Masterfile (DSIM00P) are converted to the format displayed on the screen and then converted back again.

Entry of the net weight is measured in the format on TMSWH/CNV-DIMN.

The title weight and dimension formats on the Title Masterfile (DSIM00P) are converted to the format displayed on the screen and then converted back again.

Entry of the net weight is measured in the format on TMSWH/CNV-DIMN.

The title weight and dimension formats on the Title Masterfile (DSIM00P) are converted to the format displayed on the screen and then converted back again.

Entry of the net weight is measured in the format on TMSWH/CNV-DIMN.

Entry of the net weight is measured in the format on TMSWH/CNV-DIMN.

Entry of the net weight is measured in the format on TMSWH/CNV-DIMN.

A Location category identifies the physical location (example pallet or non-pallet etc.) of stock in a warehouse. This is used to indicate from where stock is to be picked in the warehouse.

This Putaway Category is used with the warehousing setup functions for putaway.

A putaway category is assigned to every title and every location in warehouses under location control. The putaway logic uses this category to match titles with their corresponding locations within a zone. That is, where possible a title with a putaway category of 100 is putaway to a location with a putaway category of 100. If no location is suitable with this category, then locations in the next highest putaway category (say 110) are interrogated.

However control file TMSWH/PTWC-MAP can be used to map item putaway category to location putaway category by zone if required.

Yes pick from bulk

No Pick from Pick location

An example of this is that an order is placed on the Melbourne warehouse which has insufficient stock to fill the order. The order may go on backorder, or, if the Sydney warehouse has been entered in this field, it is filled from Sydney and dispatched directly to the customer. From a Sales Analysis point of view it is still treated as a Melbourne sale. If an order is split so that a portion of it is delivered from the default warehouse and the other portion is delivered from the alternate warehouse, two invoices are produced.

In TMSDS/WH-ORDD Warehouse Order Diversion, all the warehouse groupings are listed as well as whether or not a second warehouse option is available. Examples of a user defined setup are:

Warehouse Source codes are groupings within a warehouse and can represent product categories

Stock status, Release date, Cease date, Firm sale and Item links are defined by Customer Group. Those customers that do not belong to one of the defined Customer Groups will have their items dealt with according to the global definition.

Adoption status indicates if a region specific item has been approved or closed for that region. The following statuses are available:

• Blank = unapproved
• A = approved/active for that region
• C = closed, can no longer be used in that region.

Please refer to SOP – Multi Region Item Management for region specific items setup & processing.

This code also determines how the system should handle sales orders. For example if it is a new product, are backorders allowed. These rules are determined for each Customer Group by the Stock Status of a Title and are established in the following control files.

TMSDS/ICG-IFCC Cust Group-Item Fields default CC type *sys defn*

TMSDS/ICG-IFLD Cust Group – Item Fields

TMSDS/ICG-SICC Cust Group-Item Substit’n dflt CC type *sys defn*

TMSDS/ICG-SUBI Cust Group – Item Substitution

TMSDS/IM-IBORC is Indent Changes Confirmation details required for customers?

TMSDS/IM-IBORR should the Release Date, Ex-factory Cost and Discount be updated on receipting?

TMSDS/OE-SOHA how should stock status be used when calculating stock availability?

TMSDS/OE-SOHAV allows supply of a Title by Type of Order, by Stock Status and by Customer Type.

TMSDS/B/O-ACPT which stock status codes can go on backorder?

These Status Codes are also used in some sales analysis reporting.

In Title masterfile the date on which a title was published in the local market, a launch date is recorded. The title is usually not available for sale until this published date. In some industries orders are placed for Not Yet Published (NYP) titles and the published date can be updated at the time of Receipting the goods into stock. The publication date is system generated based on the system date.

This updating process depends on parameters set in TMSDS/IM-STKRR. If the book is a NYP and not a reprint, the publication date in this Masterfile is changed using the publication date from Book Production. If the publication date is change via the Title Masterfile, all outstanding purchase order ETA dates are change to the “new” publication date + lead time (for foreign titles only). This is subject to the settings in TMSBP/PJ-PUBD.

This is the date on which trading for this title ceases. When a Cease Date is entered, the product is not available for sale, purchase or used in forecasting and purchasing planning after this date. This date can be manually entered or updated via Supplier Claims processing

This Y/N flag determines whether or not this title is a firm sale title. During order entry, the system checks with the Title Masterfile to see if the title is marked as firm sale. If this is the case, then that particular order line is marked as firm sale. This status can be overridden if required. 

If a title is a firm sale title it cannot be returned via the Claims and Returns system. For example if this is an Indent title this flag is probably set to Yes as an indent title would have been purchased specifically for the sale. Another example would be a discontinued title. A special deal is probably negotiated for the sale of the title on the accepted condition that it cannot be returned. A claim or credit raised for a Firm Sale title causes the transaction to pend for authorization unless the Firm Sale flag is overridden.

An original item can be flagged as a firm sale when the item comes with a bonus item. This is established in TMSDS/OE-BI. The Firm sale status is carried throughout the system, on invoices, backorders and any invoices resulting from released backorders.