Cost File

These instructions are for Navigator File Management. For information on File Maintenance in the Green Screen (AS400), refer to File Maintenance

Associated Files

The Cost File establishes cost structures called cost classes, that you can assign to groups of items. You can assign items with identical costs and cost structures to the same cost class, and when costs or the cost structures change, you only need to update the Cost File. Cost classes are assigned to items within the Item File Maintenance Program.

In this file, you can establish costs for different suppliers, transaction types (inventory or direct), restriction codes (cut or roll), and order quantities.

The costs entered in this file are standard costs, which reflect the current market value or the current cost of purchase from your suppliers. Actual costs, based on each receipt, are maintained automatically by the system.

The Cost Class Update Feature - SYS 927provides a batch updating process that helps to eliminate the manual updating of pricing which can be very labor intensive.

Cost classes are assigned to items in the Item File.

Access the Cost File and click Create under Records to create a new Cost Class.
Enter the new cost class code.

When entering a new cost class we recommend that the first three characters identify a manufacturer.

Click Add. To access the Create Record window.

Field Name	Description/Instructions
Description	Description of the group of items to which this cost code applies.
Standard Base Cost (unlanded)	The cost of the item minus freight and handling charges and unit of measure.
UM	The unit of measure should always be the native unit of measure for the item, which is the unit of measure to which sales analysis and pricing defaults. You may still purchase in other units of measure.
Standard Freight Cost	The freight and handling portion of the cost. If your supplier sells at a single cost that includes freight, you can enter that total cost in the Standard Base Cost field and leave this field blank. For imported items, the standard freight cost includes all costs other than the material. This figure includes all costs, such as freight, duty, and broker fees.
House Cost	This cost is entered only when you need to alter a cost for the purpose of sales analysis reporting or sales commissions. For example, on a commodity product that has fluctuating costs, you might prefer to base commissions and reports on a single stable cost. When items are to be sold at great discounts, or even below cost, you can artificially create an acceptable profit margin by entering a low house cost. This could be used for commission, thereby creating an incentive to sell these low or negative margin items. The house cost is an option when running any of the X by Y Sales Analysis and Commission Reports. House cost can also be entered on an SKU by SKU basis, using the SKU File.
Standard Last Cost (landed)	Cost of the item including freight and handling charge. You do not have to enter the Standard Last Cost, as the system automatically computes that figure based on the formula shown on the screen: Last Cost = Base Cost + Freight Cost.
Accounting Cost	This field can be used if an additional cost, such as LIFO or FIFO cost, is required. The accounting cost can also be entered on an SKU by SKU basis using the SKU File. If you require LIFO costs based upon historical costs, you can store them here. Automatic update of this field is provided for in the Mass Update Accounting Costs option on the Special System Maintenance Menu. This field is accessed only by the Inventory Value Reports.
Freight Table #	A freight table defines the freight cost or rates between one or more suppliers and each of your warehouses. Freight tables offer a more precise means of calculating the freight cost per unit upon receiving, when and if you have consistent and defined freight costs. Freight table rates override the standard freight cost. These rates can be per unit, per weight in pounds or kilograms, or per cube. A two-character number is assigned to each freight table. For example, freight table E1 could represent the freight rate for a group of east bound suppliers, or it could represent a single supplier. Freight tables are established using the Freight Cost Override Table on the System Settings Menu. If you intend to use the freight table feature, you must also activate its use for each of your warehouses, using the Warehouse Settings Program on the System Settings Menu.
Rounding	Leave blank or enter one of the following codes: R - If you want the costs to be rounded to the nearest cent in the standard way. (Round down if last digit is 1, 2, 3 or 4. Round up if last digit is 5, 6, 7, 8 or 9). U - If you want the costs to be rounded up to the next cent. D - If you want the costs to be rounded down to the previous cent.
Last Changed	This field is automatically updated by the system. It displays the date the record was last changed.
Supplier	Three-character code fore the supplier to whom this cost relates. You can use the cost chart to enter costs for the same product from multiple suppliers. The Purchase Order program accesses the costs for the supplier to whom the purchase order is being written.
Transaction Type	Transaction type to which the cost relates. Some examples are: I - The cost relates to purchases of inventory only. D - The cost relates to purchases for direct ships to your customer only. Blank - The cost relates to any purchase for inventory or direct ship.
Restr (Restrictions)	Restriction code if one applies to the cost. The valid codes are: BLANK C - Cut R - Roll K - Price Within Kit M - MGMT Authorized Sale T - Truckload Pricing L - LTL Pricing P - Pallet Pricing U - Unit Pricing X Y Z If a code not listed above is entered, an error message displays. The unique aspect of pricing and costing by restriction code is that it does not depend on the quantity of each line being entered. Instead, it depends on a total quantity you are building, as when you are building a truck or building a container with a supplier. Many suppliers offer this type of discounting, regardless of the number of items included in the full truck or container. When you enter a restriction code, the respective price or cost is used regardless of the line item quantity. Restriction Codes are maintained via the Classification Codes File.
Quantity	Quantity through which the cost applies. No entry in this field means that cost applies to any quantity. If you have quantity breaks, the last quantity break should equal 99999, which indicates any quantity greater than the previous quantity. Refer to the example to see how quantity breaks should be entered. A quantity of 40 means this cost applies to line item purchases up to 40. The quantity field always relates to the unit of measure as shown next to the standard base cost.
Field	Use this field to figure this cost as percentage above or below one of the following: SC - Standard Last Cost, as keyed on the top portion of screen. BC - Standard Base Cost, as keyed on the top portion of screen. LP - List Price, which is assumed to be in a Price File record with a price class code equal to the cost class code.
Variable	This field is used only if a field code is specified. This is the variable by which to multiply the contents of the field represented by the Field code. For example, if the field code is SC (standard last cost) and the Variable field is .80, the Cost field is calculated as standard cost multiplied by .80.
Cost	Actual cost, which can be entered directly or calculated by entering a field code and a variable.
Freight Code	For informational purposes only. It does not control or effect costs. You can define one-character codes that describe how freight is handled. Suggested codes include: P - Freight Prepaid (included in costs) C - Freight Collect (not included in costs) N - Not Applicable (no additional freight involved)

An Example Cost File

In this example, the quantity break has been established for purchases up to 1000 SF which establishes cost at 2.99 SF. The convention of using 99999 as the next up to quantity ensures that any amount equal to or greater than 1000 SF costs 2.89 per SF.

You could have chosen to establish different costs based on the supplier by adding a supplier code to records 1 and 2 in the Supplier column. This approach allows you to vary cost by supplier in the same cost class.

In addition to using the Supplier, Trans Type, Restr and Quantity fields to establish the 'rules' for cost you may also use Field and Variable to base cost on List Price, Standard Cost or Base Cost. Using this approach allows you to establish 'costs' which will adjust as either the List Price, Standard Cost, or Base Cost changes.