Item Units of Measure

Set up units of measure and conversions so quantities behave correctly on documents.

Applying the correct Unit of Measures against an item is essential for stock movements and pricing to work correctly. An item can have any number of Units of Measure applied, but you must set a Base Unit of Measure. For packaged items, this is the smallest unit you plan to buy, sell, or stock the item, i.e., bottle; otherwise, it can be a sensible unit to measure transactions against, i.e., KG.

Prerequisites

Set up items.

Units of Measure

The Unit of Measure table holds all the different units you plan to apply to items. Bevica has added a number of fields designed to make it easier to set up new items when applying their units of measure.

Field	Note
Code	Set a unit code for each unit of measure. See the Bevica demo data for examples.
Description	Denotes a description for the unit of measure.
International Standard Code	Specifies the unit of measure code expressed according to the UN/CEFACT-Rec20 standard in connection with electronic sending of sales documents. For example, when sending sales documents through the PEPPOL service, the value in this field is used to populate the UnitCode element in the Product group.
Default Qty. Per Unit of Measure	Specifies the number of base units used in making up each unit of measure. This value is used when the Unit of Measure is applied to an item in the Item Unit of Measure table. Only populate the default value if it is consistent across all the items it will be applied to.
Default Unit Volume	Specifies the total volume for each unit of measure. This value is used when the Unit of Measure is applied as the 'Base Unit of Measure' against an item. Only populate the default value if it is consistent across all the items it will be applied to.
Default Unit Net Weight	Specifies the net weight for each unit of measure. This value is used when the Unit of Measure is applied as the 'Base Unit of Measure' against an item. Only populate the default value if it is consistent across all the items it will be applied to.
Default Unit Gross Weight	Specifies the gross weight for each unit of measure. This value is used when the Unit of Measure is applied as the 'Base Unit of Measure' against an item. Only populate the default value if it is consistent across all the items it will be applied to.
Disable Item Qty. Decimal Check	• Sales orders, return orders, invoices, credit memos, quotes, blanket orders (the Quantity, Qty. to Ship & Qty to invoice is checked on release and posting) • Purchase orders, return orders, invoices, credit memos, quotes, blanket orders (the Quantity, Qty. to Receive & Qty. to Invoice is checked on release and posting) • Item journals (the Quantity is checked on posting) • Transfer orders (the Quantity, Qty. to Ship & Qty. to Receive is checked on release and posting) • Assembly orders (Quantity and Quantity to Assemble are checked on release and posting)

Examples:

Units of Measure list showing default quantities, volumes, and weights

Items

When creating an item, before using it, you must apply a Base Unit of Measure, this is the smallest unit you plan to buy, sell, or stock that item. This can be a bottle, for example, or a specific volume, i.e., 1KG, 1Litre, or UNIT.

To populate the base unit of measure:

1

Set the base unit of measure

From the item card, click the Base Unit of Measure field lookup and select the appropriate code. Bevica will automatically create an Item Unit of Measure record, setting the Quantity Per Unit to 1. If the Unit of Measure Default fields are populated, these are copied to their respective fields on the item card; Unit Volume, Net Weight, Gross Weight.

2

Check sales and purchase units

The Base Unit of Measure code is also copied to the Sales Unit of Measure and Purchase Unit of Measure Code fields.

3

Add alternative units (optional)

If you plan to purchase, sell, or stock the item in alternative units, you need to create the relationship between these and the Base Unit of Measure on the item. To do this, click on either the Sales Unit of Measure or Purchase Unit of Measure fields, select New, and create a new line in the Item Units of Measure page. If the Default Qty. Per Unit of Measure field has been populated against the unit of measure, the value is copied to the respective field; otherwise, you will need to populate the field.

Example Item Units of Measure for an item:

Item Units of Measure lines showing base and alternative units

The full list of Units of measure applied to an item can be seen from the Item Units of Measure page from the item Card or List. The Quantity Per Unit of Measure must be correct on all lines here. If not, stock movements and pricing will be incorrect.

Reporting Unit of Measure

The item card has an additional Unit of Measure field Reporting Unit of Measure. This is purely for information and has no additional functionality other than appearing on the Item Card and List pages.

Use this field when:

• You are recording multiple units of measure against an item and want to highlight a preferred UoM.
• You are managing your inventory only in Base quantities and want to display an alternative UoM the item is packed in.
• You are integrating Pre-Advices with a Vision Warehouse and have both Base UoM and Sales UoM set as bottles. Populate the Reporting UoM as the case size, which will correctly populate the SinglesPerUnit field on the file sent to the warehouse.

Correcting Units of Measure

Where you have incorrectly set Unit of Measure details against an item, if you have not yet processed any stock movements against the item, it's as simple as deleting any open transaction lines and changing the Item Unit of Measure page details.

If you have Item Ledger Entries posted against the item, you will need to set inventory for that item to zero (posting negative Item Journal lines), then correct Item Units of Measure details before importing the stock back (posting positive Item Journal lines) making sure costs are correct for the newly imported stock.