Item Management page

This is where permitted Administrators add, edit and delete Items (Products).  For convenience due to the large number of data elements in the Items record, PORTALPRODIGY hides those data elements that are not applicable to the Feature you have selected.  Thus in Items Management page if you set Feature = “Events”, the page will refresh to show the Items inputs that are applicable to Event Items.  This section describes the Items Management page as viewed when Feature setting is Product.  See the individual chapters for each Feature Component for description of the Items Management for that Feature Component’s Items.

 

 

 

Time Saver! The right click key may be used on the Items Management page to display a pop-up menu for viewing and selecting options.  These same options are also available at the bottom of the page as option buttons. Use the right click menu to avoid scrolling to the bottom of the page.

                 

 

Page Settings section:

 

 

• Use - select one of the following:

o     Page Type Default Settings – use to select the default Page Settings Collection for this feature.  The Default Settings for each feature are set from Page Type Manager which is listed on the Utilities Menu.  When PortalProdigy is first installed, each feature is set to inherit the Site Settings Collection.

o     Other – use to select a specific Page Settings Collection from the list box.

• Add New button  use to create a new Page Settings Collection.
• Page Manager button  use to open Page Manager to view and edit the selected Page Settings Collection.

 

Item Description section:

 

• Feature: this is the PORTALPRODIGY Feature Component that the Item belongs to.  Changing the value causes PORTALPRODIGY to refresh the page to display the data elements applicable to the selected Feature.  This field allows you to use the Items Management page to create Items for any Feature Component, however it is recommended to access Item Management directly form the other Feature Components.  The following choices are available:
• Ad – specifies the Item as and advertisement fee for the CPI Feature Component. CPI is a special add-on component not available in PORTALPRODIGY.
• Donation – specifies the Item as Donation type for collecting donations.
• Event – specifies the Item as an event fee for the Events Feature Component.
• Exchange – specifies the Item as an exchange listing fee for the Exchanges Feature Component.
• Membership – specifies the Item as a membership fee for the Membership Feature Component.
• Press Release – specifies the Item as a press release broadcasting fee for the Press Release Feature Component.
• Product – specifies the Item as a product or service for the Shopping Features Component.
• Request – specifies the Item as a service fee for use with Request Types.
• Type: there are four possible values.
• Product – this is the value you will use most often.  It is used to define an Item that is a Product or a fee for a feature component.
• Service – only listed when Feature is set to “Products”.  It is used to track and differentiate labor from non-labor Items in the Product Shopping Catalog.    Select Service to define an Item that is for labor as opposed to a product.
• Discount – used to define Items that track and apply promotional and trade discounts.
• Adjustment – used to define Items for tracking and applying adjustments to Orders that are not for discounts such as an adjustment for damage to a Product.
• Item ID:  read only.  This is a unique sequential number that is assigned by PORTALPRODIGY when the Item record is saved for the first time.

 

Product Description section:

 

• Product Name: enter the Item’s name.  A Product Name is required for all Items.
• Product Code: if your organization uses part numbers or SKUs this is where you enter it.  You may use any combination of letters, numbers, periods, dashes, and slashes.  Product Search will ignore the dashes, periods, and slashes.
• Product Type - select one of the product types from the drop down list.  Product Types are defined in Items Feature Management.
• Manufacturer:  you may select a manufacture from the drop down list.  Manufacturers are defined in Companies Management as Companies with Company Type set to Manufacturer.
• Manufacturer Model Number: used to store the Manufacturer’s model number for the Item.
• Manufacturers Product Code: used to store the Manufacturer’s product code (part number) for the Item.
• Colors: used to define the available color selections for the Item.  To add a new color, first enter the name of the color in the text box  then click the  button to add the item to the list control .  With the color highlighted in the list control, such as “Fire Coral Red”, click on  to open the color palette pop-up window to select a color.  The selected color is used for example color swatches.

•   click to add a new color.
•   click to edit the selected color in the color list control.  When done editing click to save the edits.
•  click to delete the selected color in the color list control.
•  click to open the color palette window to select an example color.  Example color swatches can optionally be displayed on the Items Detail page in the Shopping Catalog.
• Pricing Method: select one of the following:
• Specified Price: use when you want to offer the Item at the specified Sales Price.  The Sales Price is displayed in your product catalog and product detail page.  Customers assigned to a Price Group will see their pricing listed in a separate table on the product detail page.
• Place a Bid: use when you want the customer to place a bid for the Item. Instead of displaying the Sales Price it will display “Place a Bid” and the Add to Shopping Cart option will be changed to “Add to Shopping Cart as Bid Request”.
• Request Quote: use when you want the customer to submit a Request for Quote (RFQ) for the Item. Instead of displaying the Sales Price it will display “Request Quote” and the Add to Shopping Cart option will be changed to “Add to Shopping Cart as Request for Quote”.
• Sales Price:  this is the Item’s Sales Price that is listed in the Product Catalog and it is the default unit price the customer is charged for the Item. 
• Price Group Pricing: use this link to define the pricing for each of your Price Groups. Use Price Groups to offer special pricing to selected groups of customers and to offer quantity level pricing.
• List Price: enter a List Price if you want to compare your Sales Price with the List Price such as the Manufacturer’s List Price. See the Product & Inventory Features Management section to enable display of the List Price on the Product Detail page.  Note that List Price is an information only value. 
• Cost:  this is the Item’s unit cost.  Its usage is dependent on the Costing Method chosen for the Item.  When either Initial Inventory Entry (see Product & Inventory Features Management) is turned On or the Item’s Costing Method is set to Specified, manual entry of the Cost is allowed; otherwise, the Cost is read only and maintained by PORTALPRODIGY.  See Costing Methods below for additional explanation.
• Unit Type:  select one of the pre-defined values form the list box such as Each, Box, Case, Cartoon, Pound, etc.  Unit Types are maintained in Order Features Management.
• Shipping Weight:  enter the shipping weight for one unit of the Product.  Enter the weight in the same unit of measure that is used for Shipping Methods.  Typically entered as pounds using a decimal to enter a fraction of a pound.
• Costing Method:  select a costing method from the list box.  PORTALPRODIGY offers the following choices:
• Average Cost - the Average Cost method recalculates the Item’s Cost each time Inventory is received.  It calculates this by adding the Qty Received multiplied by the Unit Cost to the Total Cost of the Qty On Hand before the Received Qty, then divides by the new Qty On Hand.  Thus the Item’s Cost is the average cost for what is on hand.
• Specified Cost –this costing method is used to manually specify the Item’s cost by entering it into the Item’s Cost field.  When this costing method is selected, PORTALPRODIGY does not update the Item’s cost when new inventory is entered.
• LIFO - (At this time this costing method has not been implemented, however it is planned as a future enhancement) this is the Last In First Out method.
• FIFO - (At this time this costing method has not been implemented, however it is planned as a future enhancement) this is the First In First Out method.
• Sizes:  used to define the available sizes for the Item.  To add a new size, first enter a description of the size in the text box  then click the  button to add the item to the list control . 
•   click to add a new size.
•   click to edit the selected size in the size list control.  When done editing click to save the edits.
•  click to delete the selected size in the size list control.
• Short Description: used to display a short text description of the Item in the Product Catalog.
• Description 1:  this is where you describe the Product or Service.  The Description is displayed on the Product Detail page of the Shopping Catalog. Description 1 is displayed below the Product Name and above the product details.  Enter as text directly in the memo field or use the  HTML Editor option to format as HTML and include pictures.
• Description 2: this is where you can provide an additional description of the Product or Service.  The Description is displayed on the Product Detail page of the Shopping Catalog.  Description 2 is displayed below the Product Details section.  Enter as text directly in the memo field or use the  HTML Editor option to format as HTML and include pictures.

 

Options section:

• Taxable? – Set to Yes if Sales Tax should be applied to the Item.  Set to No if Sales Tax should not be applied to the Item.  See Orders Feature Management for more information about Sales Tax and defining Tax Districts.
• Inventory? – Set to Yes to track inventory for the Item.  This will cause PORTALPRODIGY to maintain the Qty on Hand for the Item.  Set to No if inventory should not be tracked for the Item.  When set to No, PORTALPRODIGY will not maintain the Qty on Hand for the Item.  Typically you will set this to No when your organization’s suppliers are directly fulfilling the Item or when an Item is a special order Item that you don’t maintain in your inventory.
• Limit Order to Qty on Hand? – Set to Yes to prevent customers from ordering the Item when it is out of stock.  Set to No to allow customers to order the Item even when it is out of stock.
• Display in Mini Browser?  Set to Yes to include the Item in the Products Mini Browser displayed on your Home page.  The Products Mini Browser allows you to showcase selected items on your Home page.  Set to No to turn off display of the Item in the Products Mini Browser.

Cool Feature:  the Display in Mini Browser feature makes promotion of Items on your organization’s Home page as simple as clicking a few buttons and voila your Home page is instantly updated. 

 

GL Accounts:

Used to specify the GL accounts to be posted when the Item is sold, received or adjusted.  The Enable GL Entries option must be turned on in GL Features Management in order for PORTALPRODIGY to record GL Transaction Entries.

• Cost of Goods Sold – used to select the GL expense account that is debited when an Item is sold.
• Inventory – used to select the GL asset account that is debited when an Item is received in inventory and credited when an Item is shipped or adjusted for loss.
• Inventory Adjustments – used to select the GL expense account that is debited when an Item is adjusted for loss.
• Revenue – used to select the GL revenue account that is credited when an Item is fulfilled.
• Unfulfilled Revenue – used to select the GL revenue account that is credited when an Item is ordered but not fulfilled. When an Item is fulfilled and invoiced this account is debited and the specified Revenue is credited.
• Sales Returns & Allowances – used to select the GL revenue account that is debited when an Item is returned or an allowance is made to the customer.

 

Purchasing:

§         Preferred Vendor:  used to specify a preferred Vendor (Supplier) for the Item.  Vendors are defined in Companies Management as Companies with Company Type set to Vendor.

§         Preferred Vendor Product Code:  used to enter the Vendor’s SKU or part number for the Item.

§         Avg. Reorder Frequency (as days):  used to specify the average time in days that the Item should be reordered.

§         Minimum Reorder Quantity:  used to specify the minimum unit quantity that can be ordered from the Vendor.

 

Product Detail Categories tab:

Used to provide additional information about the Product that is displayed in the Shopping Catalog Product Details page and is searchable by customers using the Product Search Feature.  Product Detail Categories must first be defined in Product & Inventory Features Management using the Detail Categories option.

§         Category/Label:  used to specify a Category.  When adding new Keywords, first highlight a Category then enter the keyword or phrase into the Keyword text box, then click  option to add it to the Result Set.

§         Keyword/Value:  used to enter a searchable keyword or phrase.

§         Result Set:  displays the matched Categories and Keywords. 

o       To edit an entry, click on the entry in the Result Set then click the  option.  Edit the entry in the Keyword/Value text box field, then click  option to update the Result Set. 

o       To delete an entry, click on the entry in the Result Set, then click  option.

§         Instant Publishing:  timesaver that is used to quickly publish the Item in the Product Catalog.  Lists the first two levels of Categories in the Product Catalog.  Highlight each Category that the product is to be listed under.  To list product in Categories that are on third level or below you must use the Product Catalog Management page’s Add Product to Selected Category option.

 

Comparable Products tab:

Used to enter and edit comparable items.

§         Comparable Brand:  enter the competitor/other vendor’s brand name.  Note that the label for this column is customizable using Product & Inventory Features Management.

§         Comparable Part#:  enter the competitor/other vendor’s product code.  Note that the label for this column is customizable using Product & Inventory Features Management.

§         Comparable Price:  enter the competitor/other vendor’s sales price.  Note that the label for this column is customizable using Product & Inventory Features Management.

Related Products tab:

Used to enter and edit related Items.

§         Type:  select a Related Products Type (category) from the list box.  Related Product Types are defined from Product & Inventory Features Management.

§         Item ID:  enter the Related Product’s Item ID or use the  lookup option to search for and select an Item. In lieu of an Item ID you enter a Product Code in the next column’s text box.

§         Product Code:  enter the Related Product’s Product Code if you did not use the Item ID field; otherwise this field is auto filled when an Item ID is entered or selected using the lookup option.

§         Item Name: auto filled when an Item ID or Product Code is entered or selected.

§         Sort Order: used to control the display order within the Related Product Type.  Leave blank or set to 0 to sort alphabetically.

 

Additional Description:

§         Update Large Picture:  used to attach a picture to the Item that is displayed in the Product Details page when the customer double clicks on the small picture.  Click on the   button to locate and upload the picture.

§         Update Small Picture:  used to attach a picture to the Item that is displayed in the Product Details page and as a thumbnail in the Shopping Catalog Categories listings.  This picture is also used when the Item is included in the Products Mini Browser.  Click on the   button to locate and upload the picture.

§         Resize to Fit?  Set to Yes and PORTALPRODIGY will automatically resize the Small Picture to a size that is appropriate for the Product Details page.  When set to No, PORTALPRODIGY will display the picture using the pictures native size.  It is recommended to set this option to Yes.

Helpful Hint:  Many Internet users are still using dial-up connections.  Consequently it is a good idea to keep the file size of your Pictures to a minimum. Whenever possible use GIF or JPG format and reduce the resolution of your pictures to an acceptable minimum.   If you want to display higher resolution or larger images, use the Large Picture option for this.  Most users are accustomed to double clicking on an image to view the image in higher resolution or larger size. 

§         Gender:  used to specify which Gender the Item is designed for.  This is a useful option for Items such as clothing.  Options include:

• Universal – this is the default value which indicates the Item is not Gender specific.
• Males – use to specify the Item as being designed for males.
• Females – use to specify the Item as being designed for females.

§         Brand:  used to specify the Items Brand.  Brands are defined in Product & Inventory Features Management.  This field can be used to search for and report on Items.

§         Classification:  used to assign the Item a Classification.  Classifications are defined in Product & Inventory Features Management.  This field can be used to search for and report on Items.

§         Price Rating:  used to assign the Item a price rating.  Price Ratings are defined in Product & Inventory Features Management.  This field can be used to search for and report on Items.

§         Quality Rating:  used to assign the Item a quality rating.  Quality Ratings are defined in Product & Inventory Features Management.  This field can be used to search for and report on Items.

§         Value Rating:  used to assign the Item a value rating.  Value Ratings are defined in Product & Inventory Features Management.  This field can be used to search for and report on Items.

§         Accessory:  set to Yes to designate the Item as being an accessory.  This field can be used to search for and report on Items.  (Note that a planned enhancement to PORTALPRODIGY is a feature for linking accessories to other Items so they can be displayed on the Product Detail page.)

§         Consumable:  set to Yes to designate the Item as being a consumable.  This field can be used to search for and report on Items.

§         Brochure:  used to attach a Brochure to the Item.  Brochures are a great tool for providing a multimedia presentation of the product to the Customer.  Customers view the Brochure using a button in the Shipping Catalog Product Detail page.  PORTALPRODIGY stores Brochures as documents in the Document Resource Library, which allows the Brochure to be linked to other Items and pages within your PORTALPRODIGY Website.  The following options are used to attach, edit and remove brochures from the Item:

o        - used to view the Brochure.  The Brochure will open in a new browser window.

o         -  used to upload a Brochure to the PORTALPRODIGY Document Resource Library and automatically attach it to the Item.  If a Brochure has already been uploaded it will update the file.

o        - used to checkout the Brochure for editing.

o         -  used to create or edit an existing Brochure using the PORTALPRODIGY Document Editor.

o          -  used to attach a Brochure that already exists in the Document Resource Library.  Either enter a Document ID into the text box or click on the lookup icon to use the Search For Documents feature to locate and select an existing Brochure.

§         Checked Out – if the Brochure has been checked out of the Document Resource Library, it will display the name of the user that checked it out.

§           - used to upload additional pictures.  A link for customers to view the additional pictures is included on the product detail page.

§          - used to upload and attach related documents to the Item.  Documents are displayed by category.  E.g. “Specifications”, “Warranty & Policy Documents”, “White Papers”, etc.

 

Download section:

Used to enable and configure downloading of the item. This feature must be enabled in Product & Inventory Features Management.  If not enabled, this section will not be visible in Item Management.

 

• Offer this Product as Download:  set to “Yes” to make the Item available as download.

§         Document:  used to upload the downloadable file.  The following options are used to upload, edit and remove the Item’s downloadable file:

o        - used to view or open the file.  If your browser supports opening the file, it will be opened in a new browser window.

o         -  used to upload the downloadable file to the PORTALPRODIGY Document Resource Library and automatically attach it to the Item.  If a file has already been uploaded it will update the file.

o        - used to checkout the file for editing.

o         -  if the file is an HTML file this option is used to edit the file using the PORTALPRODIGY Document Editor.  This option may also be used to create an HTML file.

o          -  used to attach a file that already exists in the Document Resource Library.  Either enter a Document ID into the text box or click on the lookup icon to use the Search For Documents feature to locate and select an existing Brochure.

• Email Broadcast Template:  select an email template used for sending the customer their download key with instructions and link to your website to download their product.  This email is sent upon payment approval.  Templates are created using Broadcaster.  Object Type must be set to “Download”.

 

Other section:

This section displays standard record information along with additional options.

• Responsible Group:  used to specify a Security Group that is responsible for maintaining the Item.  Groups are defined using the Security Management feature.
• Created By – the name of the user that created the record and the date it was created.  Lists user’s first name followed by last name.  Note that this field is not displayed until an Item record is saved for the first time.
• Modified By – the name of the user that last modified the record and the date it was last modified.  Lists user’s first name followed by last name.  Note that this field is not displayed until an Item record is saved for the first time.
• Active – by default this value is set to “Yes”, which means the record is active and available for use.  To deactivate a record, set it to “No”.   Deactivating a record is a logical form of deletion.  It is used to remove the record from future use, yet maintain the relationship with existing data.  Reports by default only include active records; however, there is a reporting option that allows inclusion of deactivated records.  Deactivating an Item removes it from the Shopping Catalog.
• ChapterID – This value is only applicable if you are using the PORTALPRODIGY Site Synchronization feature.  It is used to specify the Chapter that has primary ownership of the record.  For further information see the chapter on Site Synchronization.
• Topics – The Topics field is only displayed when Advanced Product Catalog option is set to “No”. The Topics Field contains a selection list based on entries made on the Product & Inventory Topics Management pages.  This is an additional method of categorizing Items for searching and reporting purposes.
• Private – The Private Field can be set to Yes or No. Selecting No indicates that the Item may be displayed to all customers. Selecting YES indicates that only customers with appropriate privileges may view and purchase the Item.
• - this option is used to display the Inventory Management page for the Item.

 

Inventory Management:

This page displays a record (row) for each combination of color and size.  Each record (row) displayed has a corresponding Inventory record.  Items without colors and sizes and Items with only one color/size combo have only one Inventory record.  

When Initial Inventory Entry (see Product & Inventory Features Management) is turned On, the Qty fields on this page allow entry of quantities (can be manually maintained).  When Initial Inventory Entry is turned Off, the quantities are automatically maintained by PORTALPRODIGY and made read only on this page (do not allow manual entry or editing).

• Sub Code – allows you to assign a sub code to each color/size combo.  If there is only one Inventory record (color/size combo) for the Item, this value is not necessary.

• Mfr. Sub Code – enter the manufacturers sub code (sub product number or SKU) for color/size combo.
• Color – displays the color option.
• Size – displays the size option.
• Qty On Hand – displays the current quantity in stock (inventory).
• Qty Committed – display the current quantity of available inventory that is committed to unshipped Orders.
• Qty Committed BO – displays the current quantity of unavailable inventory (out of stock) that is committed to unshipped Orders.
•  - this option is used to display the Inventory Item Edit page which is used to change the Color and Size of the Inventory record.  See below:

 

Item Description section for Press Release Feature Items:

This section is only visible when the field Feature is set to “Press Release”.

 

Special Options for Press Releases Feature Items:

 

This section is only visible when the field Feature is set to “Press Release”.

 

 

 

1. Default Item - defaults to “No”.  When set to “Yes” it causes the Item to be the default price in the Press Release Feature Management page.  This is the price that users will automatically be charged when using the customer user interface to creates and send Press Releases.

 

Automated Inventory Record Creation of Sub-Items:

 

This option is displayed when sub-items (colors and sizes) are defined.  You will be prompted to confirm creation of separate sub-items for each combination of color and size. Uncheck any sub-items you do not want to create then click the  button.