Numbering Schemes
Reference Number: AA-00281 Views: 6377 Created: 2012-12-12 11:30 Last Updated: 2013-11-11 16:28 0 Rating/ Voters

Setting up your Artisan software is important before you start adding items. Make sure you have a basic layout on paper of the categories and how you want your item codes to be numbered.

NOTE: This information can be referenced in the Artisan User's Manual Version 3.0

Where do I go?    Select Numbering Schemes  Select Item Numbering   Example of Generated Item Code  Important Notes  Barcode Numbering  Customer ID Format

Where do I go?
At the Main Menu=>System Administration=>Configuration Settings=>Business & Financial Settings=>Numbering Schemes 
You should see the screen below.

Select a Vendor & Category Numbering Scheme.
When selecting numbering schemes for Vendors and Categories you should use something that will work with your business and that makes sense to you.
The most common choices are Vendor's Initials and for the category Free Format are the most common choices. 

Select an Item Numbering Scheme

Item code numbering is an important decision. How do you want to see your items represented and what information will be helpful to you on a merchandise item label or in the cash register screen.
Please read the manual reference below for specific details on each option.

Note: The SKU field allows for 15 characters. If your automatic numbering creates codes that are larger than 15 characters you do run the risk of truncated item codes which can result in duplicate item codes. 
If you will be using Variants, please keep your item codes to a minimum to allow for the added characters from your variant template.

User's Manual Page: 5-7 through 5-9

Click on the Item Code Numbering Scheme Field:

WARNING: If you choose scheme #9, a sequential number, don't use Barcode Numbering (or at least use a different number of digits), to avoid conflicts

Selection Description: Example of Generated Item Code:
SchemeCode Example
 Free Formatwhateveryouwish 
 Vendor Code + Item NumberVC00001 
 Category Code + Item NumberCAT00001 
 Vendor Code + Vendor P/NVC12345 
 Vendor Code + Category Code + Item NumberVCCAT00001 
 Vendor Code + Item Number + Category CodeVC00001CAT 
 Category Code + Vendor P/NCAT12345 
 Vendor's P/N12345 (Not guaranteed unique) 
 First Unused Item Number0103 
 Increasing Item Number00002 

NOTE: P/N refers to Part Number.
If you choose not to use automatic numbering, you can still create codes that contain sequence numbers to make them unique, by using wildcards. You can place wildcards (a string of asterisks) anywhere in an Item Code, Category Code, or Vendor Code (or the unique key field or any other type of record), and Artisan iwll replace thm with the first available string of numbers to make the code unique (starting with the number ONE, with leading zeros).

Important Notes
 It is always best to make a plan of action on paper BEFORE starting in Artisan. Make a list of all the categories you will need. Decide how you want your items to be separated. What category or department and if you want sub categories or category tree. You can add new categories or change existing categories later on but it is best to put some thought in to this before you start to prevent having to make changes later.

By being prepared and having this information in front of you where you can see them, you will be one giant step ahead of the game. This will save you time and frustration.

Many clients take this a step further and create and Category TREE as outlined below...

             Category Level 1 = Glass
                        Category Level 2 = Vases
                        Category Level 2 = Bowls
                                  Category Level 3 = Salad
                                  Category Level 3 = Ornamental

All the items in these categories would be Glass. Vases and Bowls are a subcategory of  Glass. We have added sub categories under the Bowls category. This is how we want our inventory broken down for reports.

Once you have decided on the numbering scheme for Vendors you can add their records all at once or as you need the record.

Barcode Numbering

This numbering scheme is used to create the barcodes for your labels.
Some industries prefer small labels, this allows for a barcode to fit onto a small label while still using a larger item code. 
If you do not believe that your item codes will create a barcode too big for the merchandise labels you are using then you can turn this off before you start entering you items. By default this setting is turned on to 6-Digit Unique Numbering.

Customer ID Format

This is the number generated for customer records. It can be used to create customer ID tags with barcodes.

There are six fields in an item record that can be used to enter codes that will be recognized when scanned or typed at the Cash Register or Purchase Order screen. Item Code (SKU), Vendors P/N, Alt Code 1 (UPC) and Alt Codes 2, 3 and 4.

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