How to Setup Sage 300 Inventory Control

Below are the requirements that need to be in place before the Sage 300 Inventory Control module can be utilized properly. Tandem Technologies ensures that your staff are made aware of these requirements by going through the System Design workshops and the Preliminary Training. Each organization may be different in requirements but at a minimum this document should help guide you in the right direction to a simple setup.

Before setup is the appropriate times to discuss product functionality and features. If you are unsure of exactly how to set up your Sage 300 Inventory Control we encourage you to reach out to the Tandem Technologies experts at 860-392-6132. There are some topics that are not appropriate to bring up until another step is finished. For example: All items must be in properly in order to set up vendor details. We also cannot add optional fields ahead of a data migration since doing so would not retain the optional fields for the items used in a prototype or live database.

We realize that some features that are marked ‘required’ may not be used by some companies, but Sage 300 requires it to use the software. For example: Price List Codes – but we must have at least one code setup to enter sales orders in the Order Entry module.

Directly beneath the required setups in this document is additional functionality that you can set up if you deem it necessary or wish to incorporate additional functionality of the inventory control module. These are optional setups and may or may not benefit you. These topics are best explored during the preliminary training exercises.

(TBC) – yet to be completed and/or needing appropriate discussion

Required Setup (Please see System Configuration Documentation):

Options Item Structures Segment Codes
Locations G/L Integration Categories
Account Sets Price List Codes Units of Measure
Weight Units of Measure (if you’re going to use for shipping cost calculations)

Additional Functionality in Setup (not required for go-live)

Contract Codes Optional Fields Mask Structures (serial and lot numbers)

Required I/C Items and Price Lists (should be discussed during Preliminary End-User Training)

Item Pricing (one is required)
Location Details (one is required)

Optional I/C Items and Price List features (not required for go-live)

Customer Details Contract Pricing Manufactured Items Serial Numbers
Reorder Quantities Bills of Material Kitting Items Lot Numbers
Vendor Details

Other setup functionality in more detail:

Mask Structures – define the structure of what your serial numbers will look like for identifying equipment assembled, purchased and sold by your company. These are similar to item structures in how they are set up. Example Mask Structure: XX-ANNNNN-XX

Manufacturer’s Item Numbers – Tandem has developed import spreadsheets for information like this that make data entry much easier.

Vendor Details – Vendor details is a simple table to populate for import. You can define one or more vendor records for each Inventory Control Item. Tandem Technologies will condition and import customer supplied data after customers approve the import worksheet.

Location Details – This is also the area where a code of up to ten characters (such as an aisle or a bin number) that identifies where the item is kept in the inventory location. You can print bin/shelf labels in picking sequence order. This import table is also where standard cost, most recent cost and last unit cost will be uploaded. Again, Tandem Technologies has an import worksheet we have created to make this task simpler for our customers.

I/C Item Optional Fields – These are great to use if you’re needing to identify parts or items with additional information. You can also use the Optional Fields to ensure data you enter in an optional field carries through from the sales order or purchase order all the way to shipping/receiving, invoicing and down into the general ledger for full transactional detail of the additional information you wish to track.

Additional imports Tandem can assist with are:

Item weight imports – for shipping software to automatically calculate shipping costs, item weights will need to be entered in Sage 300 for all items in the IC Item Import table where you want to include in calculating the shipping costs automatically. There are several 3rd party products that integrate with Sage 300 for shipping.

Default Item Picking Sequence – a code of up to 10 characters (alphanumeric) can be used to identify the aisle or bin number used in your warehouse. This default can be overridden on the Location Details screen for each item associated with a warehouse where there might be a different bin/aisle used at each warehouse. You should also know that there is a specific Bin Tracking add-on for Sage 300 if this is not sufficient.

I/C Physical Inventory Import template – There should be no need to manually enter your initial physical inventory counts. On top of import worksheets Tandem has developed, there is also 3rd party warehouse management software that ensure counts are fast and accurate.