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Unit of Measure

Distributor guide to setting wholesale, retail and consumable units per case in Encompass, plus Sell By Case Only and EDI unit of measure, so products sell in cases or eaches. Requires v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Steps

When to Setup Product Authorizations:
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  • When a specific retailer sells the product to a consumer differently than other retailers, Product Authorizations should be created.
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  • Chains like Costco and WalMart sell many products by the Wholesale Unit or Consumable instead of the Retail Unit.
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Setting Retail Units = Wholesale Units:
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  • When the Retailer sells the product as a full case and does not break it out, the Retail Units will match Wholesale Units. These are generally large cases without smaller individual packages inside of them.
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Setting Consumable Units = Retail Units:
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  • When the Retailer sells the product by individual Bottle, the Retail Units should match the Consumable Units. These are generally larger format products or ‘Loose’ products that are sold to Bars/Restaurants/Convenience Store
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How to determine what to set wholesale units per case to:
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  • First you need to think about how you want your company to interact with the product. If on purchase, sale, and inventory of the product you want to have your team able to enter cases and eaches in seperate boxes, then wholesale units should be greater than 1.
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  • If you price the product by each unit, then you will also want to have wholesale units per case greater than 1.
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  • If you want to price by the case, but still allow your reps to sell inidividual units, you can set wholesale units per case to 1 and set sell by case only to allow sell by consumable units on the product or allow decimals so your team can sell a partial case.

Fields And Definitions

Package: Packages table defines how the product is organized for sale to Distributors, Retailers, & Consumers. Packages may be setup to sell specific products to different types of customers (On-Premise / Off-Premise). This will define the Retail Units Per Case that are set on the Package. If unique packages are not setup, Product Authorizations may be needed to override the default Retail Units per Case
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​Wholesale Units Per Case: Wholesale Units per Case defines how the Distributor sells the product to a Retailer AND how the Distributor purchases the product from a Supplier. This field determines how you receive and sell the product. If wholesale units per case is set to 1, you will only see a box to enter case quantities. If wholesale units is greater than 1, you will see a box for Cases and a box for Eaches.
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  • Beer and Non-Alcoholic products are normally sold by the Case (Wholesale Units Per Case = 1).
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  • Wine & Spirits are normally sold by the Bottle (Wholesale Units Per Case >1)
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Retail Units Per Case: Retail Units define how the Retailer sells the product to the Consumer. These values are used to convert the Wholesale Units into quantities that match the Retailer’s Software. Depending on the type of Retailer the product may be sold in different Retail Units. Product Authorizations can be used to manage these differences
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​Consumable Units Per Case: Consumable Units define the total number of individual units in the Package. This is used to define the smallest units that can be picked up from the retailer.
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​Unit of Measure: This will determine how units are translated through EDI. If this is set to Case, this will transmit all num units as cases. If it is set to each or bottle, it will transmit each num unit as an each or a bottle.
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​Sell By Case Only: Set on the product record to determine how your reps are able to sell the product to your customers. This can also be set on the inventory record if different locations need to interact with the product differently.
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​Pick Units: Set on the package to determine how many units should be picked to make up a full case

Note: When customer type is set to vending, on invoices the user is able to see both cases and eaches regardless of wholesale units. Eaches references the consumable units in this scenario.

Best Practices

  • Retail Units should always be greater than or equal to Wholesale Units
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  • Consumable Units should always be greater than or equal to Retail Units
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  • Wholesale units should be less than or equal to the consumable unit

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