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Items/Products Catalog Feature in Detail
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How to Add a New Product:

The first step is to create an Item record using Item Management.  If you use PORTALPRODIGY Inventory Control then the next step is to enter the quantity on hand using Inventory Entry.  The final step is to publish the Item (Product) in the Product Catalog.

 

  • From the Site Administration Menu  option, click on the    icon.

Note: don’t be put off by the long scrolling Item Management page and its many fields.  The only field that requires you to enter a value is the Product Name field.  All other fields are optional.

  • Leave Feature field set to Products (the default value) and Type field set to Product (the default value).
  • Enter a unique name in the Product Name field.  This is the name that will be displayed in the Product Catalog.
  • Enter the price you are selling the product for into the Sales Price field.  This is the dollar amount for a single unit.  Use a decimal for cents.
  • If your organization offers quantity level pricing or special pricing for selected groups of customers, you need to configure Price Group Pricing.  For detailed instructions see the section of this chapter titled How to Setup Customer Price Groups and Volume Pricing:
  • If your organization uses part numbers or SKUs, enter it in the Product Code field.  Although a value is not required, if you enter one it must be unique.
  • If you are offering a sales price at a discount to the list price and want to show the comparison, enter the List Price.
  • If you are using Product Types select one from the list box. 
  • If you want to specify the cost for the item, enter the unit Cost and set Costing Method to Specified Cost.  If you want to use the average cost and you have the Initial Inventory Entry enabled, then you may enter the unit Cost; otherwise, leave blank as the Cost will be calculated by the system each time new quantities of the Item are received in Inventory. 
  • If you have setup Manufacturers select the products Manufacturer from the list box and optionally enter the Manufacturers Model Number and Manufacturers Product Code.
  • Select a Unit Type from the list box.  Unit Type is displayed on the Product Details page.
  • You may enter a Shipping Weight per unit of the Item.  This should be entered in the same unit of measure that is used for Shipping Rates based on Weight.  Typically this is entered in pounds and a decimal is used for ounces.  You may use another unit of measure such as Kilograms.  Just be sure to be consistent and use the same unit of measure for all Items.
  • Select either Average Cost or Specified Cost in the Costing Method field.  Currently these are the two Costing Methods supported by PORTALPRODIGY.  It is a planned enhancement to add the following the additional costing methods:  LIFO & FIFO.
  • If the Item comes in different colors and sizes you need to separately define each color and size using the Colors and Sizes input fields.
    • To add a color, first enter the name of the Color in the text box  then click the  button to add the item to the list control . 
    • If you want to display sample color swatches in the Shopping Catalog then with the color highlighted in the list control, such as “Fire Coral Red” show above, click on  to open the color palette pop-up window shown below. 

    • Check the applicable color and click the  button.  Note that the display of colors is dependent on each customers monitor, graphics chips, etc.
    • To add a size, first enter a description of the Size in the text box  then click the  button to add the item to the list control . 
  • Enter a brief plain text description of the product in the Short Description field.  The Short Description is displayed in the Product Catalog listings pages.
  • Using either plain text or HTML enter a description of the product in the Description 1 and Description 2 fields.  Both of these are displayed on the Product Detail page. The purpose of having two fields is to allow you to split the description into two different locations on the Product Detail page.  E.g. you may enter a summary description of the product in Description 1 which is displayed in the upper section of the Product Detail page and a detailed description such as bullet points of features, ingredients, etc. in Description 2 which is displayed in the lower section of the Product Detail page.  Use the  HTML Editor option to create and edit the descriptions as HTML.
  • Configure the Options section and GL Accounts.  The GL Accounts default to the values specified in Product & Inventory Features Management.
  • If you have set up Vendors, complete the Purchasing section.
  • Define Keywords using the Product Details feature.

o       Select and click on a Category / Label to highlight it.

o       Enter the keyword or phrase into the Keyword/Value text box.

o       Click  option to add it to the Result Set.

    • Repeat for each Keyword / Value.

§         If you know what Product Categories you want to publish the Item in, use Instant Publishing to select them.

o       To minimize page loads Instant Publishing initially lists just the first two levels of Categories in your Product Catalog.  If you need to publish the Item below the second level, enter the Categories Level you want to publish to and click the  icon to retrieve and display the additional levels.

o       Click on a Category to select it.

o       To select additional Categories hold down the Ctrl key when you click on a Category.

§         Click on the   button located at the bottom of the page or use the CTRL-ALT-S hotkey to save what you have entered thus far.

§         If you want to enter comparable products, click on the Comparable Products tab.  For detailed instructions see the section of this chapter titled How to Add Comparable Products:

§         If you want to enter related products such as accessories, click on the Related Products tab.  For detailed instructions see the section of this chapter titled How to Add Related Products:

§         If you have a large picture of the product, click on the   button to the right of the Update Large Picture textbox.

§         Using the file dialog box select the file of the picture to upload.

§         Repeat for Small Picture.

  • Leave Resize to Fit set to Yes, which is the default value.
  • If applicable select values for the other fields in Additional Description section.
  • To add a Brochure:
    • Click on the    Add Brochure icon to upload a new brochure from you computer;
    • Or click on the    Edit Brochure icon to create a brochure using the PORTALPRODIGY Document Editor;
    • Or enter a Resource Document ID in the  text box to use an existing Brochure that is loaded in the Resource Document Library;
    • Or click on the    Search for Brochure Icon to find and link an existing Brochure that is in the Resource Document Library. 
  • If you want to display additional pictures of the Item, click  to load the pictures.
  • If you want to attach documents to the Item such as specifications, white papers, and warranty information, click  to load the documents.
  • Click the  option button at the bottom of the page to save the Item.

 

Right Click Menu:  you may right click anywhere on the Items Management page to display a pop-up menu as shown below that contains duplicates of the option buttons at the bottom of the page. 

  • If you created both Sizes and Colors, as part of the Save process PORTALPRODIGY displays the Item Inventory List page shown below:

o       By default all combinations of sizes and colors are checked.

o       Uncheck each combination that you do want included in your Product Catalog.

o       Click  to save.

§         If you have the option to enter Initial Inventory turned on in Product & Inventory Features Management you may enter your initial inventory quantities as follows:

o       Click on the   link displayed at the bottom of the Items Management page to display the Inventory Management page shown below.

o       If you are using Produce Codes, enter a Sub Code for each color / size combination.

o       You may also the manufacturers sub code in Mfr Sub Code for each color / size combination.

o       Enter the current quantity on hand into the Qty. OnHand field for each color / size combination.

o       Enter the current quantity of your Qty. OnHand that is committed to orders into the Qty. Committed field for each color / size combination.

o       Enter the current quantity that is committed to orders that is not on hand (on backorder) into the Qty. CommittedBO field for each color / size combination.

o       When finished click  and confirm save.

§         PORTALPRODIGY returns to the Item Management page.   If finished entering Item information, you can click  .

 


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