Master File Structure

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Field Name

Comments

ID

Key field must be unique. Use the barcode of the item

Catalog

Alternative key used primarily for a supplier reference

Desc

Description / title of the item - searchable.

Alt_Desc

Alternative Descriptions - searchable.

Brand

In a bookshop this would be the Imprint. Key value to the "brand.dbf" file - searchable.

SUPP_CODE

The key supplier code. A compulsory field that stores the key value to the supplier.dbf file. Searchable

SUPP_CODE2

A secondary supplier code. BPOS supports 3 suppliers for each item. Not searchable, Not compulsory

SUPP_CODE3

Tertiary supplier. Same as the secondary supplier

DEPARTMENT

Keyed into the "dept.dbf" file. Compulsory and searchable

COST_PRICE

Updated during receiving. Last cost price of an item

AVR_COST

Average cost of stock on hand. As you receive items that are already "in hand" (you have stock) then BPOS uses the existing AVR_COST to recalculate the AVR_COST to include the new items to be received.

NETT_PRICE

Occasionally used in "Net of Sales Tax"  pricing

SELL_PRICE

Your selling price for the item. Usually the same as the RETAIL but may not be.

RETAIL

Recommended retail price for the item

ST_AMT

Sales Tax amount in a wholesale Sales Tax environment

ONHAND

Quantity "On Hand" at the moment. See notes on quantity management. This may include fractions

SPECIAL

Quantity on special order - only relevant if you do special orders.

MINSTOCK

The point at which BPOS prompts to re-order.

APPROVAL

Used if you send items on approval. Not common

STOCKTAKE

Stocktake count quantity. Is set to zero during propagation for a stock-take quantity and incremented during a stock-take count.

ONORDER

Quantity of items currently on order.

HELD

Quantity of items held for customers

PP_ONHAND

Part of  a pre-paid system. Not used

EXCESS

Not sure. Something from the mists of time.

CONSIGN

Quantity on consignment

SALES_TAX

Included Sales Tax amount at last cost price. NOT the VAT value

SALE_RET

Denotes "Sale or Return" items

LASTPO

Last Purchase order number

DATE_PO

Date last ordered

LAST_QTY

Last Quantity received

DLASTRECV

Last date this item was received

STATUS

Keyed to the "status.dbf" file. Can be used to denoted if an item is "Active" (on hand or on order). NS (not stocked) etc. The STATUS codes are arbitrary

BINDING

Should be called "Packaging" but its not. Keyed to the "status.dbf"

EDITION

Good for bookshops.

LOCATION

Where in the store this item is held

DSALE

Date of last sale

COMMENTS

Quick - free form comments on this item. Note, the master file items can also have a seperate text file behind each item which can be unlimited in size

YEAR

What year this was made.

UPDATE

Not sure what this field is used for

RETDATE

Last date this item was returned to supplier

RETQTY

Last Quantity this was returned

ENTERED

When this item record was created

NODISC

Flag (Y/N) to state this item is not to be discounted

TAXEXEMPT

Flag (Y/N) is this item exempt from tax?

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