Item Fast Entry

Quick and structured creation of items including colours, size groups, variants, prices, and GTINs.

Purpose and Benefits

Item Fast Entry allows you to create new items quickly and in a structured way — including colours, size groups, variants, prices, and GTINs. It reduces the effort of bulk item creation and ensures consistent master data across purchasing and sales.

Setup

  • Open Item Fast Entry Setup and enable the option Create Internal GTIN on Colour Copy.
  • Open BE-terna Fashion Setup and verify that the following options are enabled under Master Data:
    • Use Department
    • Use Main Item Group
    • Use Item Category
    • Use Brand

Prerequisites

  • Vendor master data maintained.
  • Item categories, brands, seasons, colours, and size groups created.
  • Size groups fully configured: each size must have a sort order greater than 0 — otherwise item creation will fail.
  • Number series for items and GTINs configured (required only when using internal GTINs).
  • User has the required permissions to create items.

Process Overview

  1. Open Item Fast Entry (directly or from a purchase order line).
  2. Fill in the header data (Season Code, Vendor No., Brand Code, Vendor Item No., Description, prices).
  3. Enter colours and the respective size groups.
  4. Copy colours if needed.
  5. Review variants and adjust individual prices or GTINs if required.
  6. Create item → the system creates the item, colours, size groups, variants, prices, and GTINs.
  7. When opened from a purchase order, the new item number is written back to the order line automatically.

Step-by-Step Guide

1. Open: Menu → Purchase → Item Fast Entry (or use the search field).

2. Fill in the “Item Data” header:

  • Required fields: Season Code, Vendor No., Brand Code, Vendor Item No., Description, Purchase Price (LCY), Gross Sales Price (LCY).
  • Item Category Code and Description are filled in automatically when the other inputs match.
  • The Information section is collapsed by default and filled automatically. Required field: Label Type must be selected.

3. Add colours:

  • Add a new colour line. Required fields per line: Colour Code, Size Group, Start Size, End Size.
  • The system automatically creates all variants between the start and end size.
  • Optional: enter Vendor Colour Code and Vendor Colour Description.
  • Note: For size groups with uniform sizes, each size in the size group card must have a sort order greater than 0.

4. Copy colour (optional):

  • Select a colour whose values should be copied to a new line.
  • The new colour line is created without GTINs unless Create Internal GTIN on Colour Copy is enabled; in that case, internal GTINs are generated automatically.
  • Run the “Review Variants” step again afterwards.

5. Review variants:

  • Click the value in the No. of Variants column to open the list of variants to be created.
  • Individual variant prices or GTINs can be adjusted manually.
  • Variants can be excluded from creation by unchecking them.
  • Use the Internal GTIN function to generate GTINs automatically.
  • Note: GTIN entries must be valid (13 digits with a correct check digit).

6. Create item:

  • Click Create Item and confirm the prompt.
  • After successful creation, the new item number is displayed; when opened from a purchase order, it is written back to the order line automatically.
  • Optional: apply an item template if a suitable one is available (standard — without Fashion fields).
  • Note: An error message appears if the Vendor Item No. already exists — this prevents duplicate item creation.

7. Start over:

  • Use Reset Page to clear all entered values (a confirmation prompt appears for unsaved changes).

Key Terms

  • Vendor: Source of the item; can influence vendor colour values.
  • Item Category: Provides default values such as tax groups and price rounding rules.
  • Purchase Price / Gross Sales Price: Basis for price calculation and margin.
  • Size Group: A defined set of sizes (e.g. 34–38) used to generate variants.
  • GTIN: International article number; manual entries are validated with a check digit.

Examples

  • Single colour, one size group: Fill in the header → add a colour line (e.g. Start Size 34, End Size 38) → click Create Item → item created with variants and prices.
  • From purchase order line: Open the Item Fast Entry action on the order line → review pre-filled values → create item → the order line is updated with the new item number.

Best Practices

  • Maintain price rounding rules in item categories so that sales prices are rounded correctly (corner prices).
  • Test internal GTIN generation in a test environment first.
  • Maintain vendor colour codes if your vendor uses standardised colour numbers.
  • When in doubt: create a test item before making changes to productive data.

Notes

  • GTIN entries must be valid (13 digits with a correct check digit).
  • An error message appears if the Vendor Item No. already exists — this prevents duplicate item creation.
  • When in doubt: create a test item before making changes to productive data.