Defining an Individual Products
From the home screen
on the Product section, click on the Add a new Product.
The Create New
Product screen will display, select Inventoried Products.
1.
The Product Maintenance | General Setup screen will display. The
Subsystem is preset to Inventory Products. Update the Product Code and Parent
Product. Product Codes will follow the same naming convention.
ProdCode_Dept_LANG (if needed)
Example: gp-7_mkt
2.
Update the Product Name. Invoice description will default to be
the same, but can be changed if needed.
3.
Update the Product Sub-Title. This is used optionally on the
web.
4.
Update the Product Type to be Inventoried
5.
Update the Product Class.
6.
By default, the Product Status is Active. Update the status to
be cancelled or discontinued if the product will never be sold again.
7.
Update the Available From & Available Thru dates. If
the product is on a campaign, and only available between a set of dates, use
the from and thru fields to maintain window when the item is available for
backorder sales.
8.
Inventory Products come with options. These options determine how the
inventoried product will interact with Personify both back office and on the
web. Check the boxes that apply.
-
Master Product – Indicates that the
product is the master product.
-
Available to Order – Indicates that the
product can be ordered and that product Available from date is greater than or
equal to today. Some products may only exist as components of another product
and cannot be sold individually.
-
Zero Price – When checked, this indicates
that the product is available for $0. This allows you to validate the product
without entering GL Account information. A default rate must be chosen.
-
Returnable – Indicates that constituents
can return the product.
-
Members Only –Indicates that the product
is only available to members of the primary level 1 membership group.
-
One Price Only – Indicates that pricing
cannot be targeted solely to one rate structure and all rate structures receive
the same price. Processing time is quicker when the product is available to
all purchasers and checked. When it is unchecked, then the product relies on
the rate structure.
9.
Update the information in the Inventoried Products section of the
general setup.
a.
Unit Weight: The weight per unit and is optional used in
the shipping calculations. This is a numeric value
b.
Unit Measure: The unit being measured such as pounds,
ounces, etc.
c.
Quantity: The number of units sold per product. For
example if pamphlets are sold in groups of 500, then the number would be 500.
This value if for informative purposes only, and has not effect on the
inventory numbers.
d.
Inventoried: Indicates that this is an inventoried product.
It is selected by default. A non-inventoried product is when an order entry
screen does not validate that available inventory exists for the product, i.e.
it is considered always in stock. Non-inventory products do not have a Cost of
Goods (COG) account or inventory account.
e.
Is a Donation: Indicates that when a constituent
purchases this product, it will count as a donation. The amount paid for the
product is included in the giving analysis and recognition.
f.
Allowed to Back Order: Indicates that any order can be
placed for an out of stock inventoried product.
10.
Continue with additional Inventoried Products information.
a.
Cost Method: Indicates how costing of inventory is
calculated.
i. Manual
Average Cost: Allows user to enter an amount in the Average Unit
Cost field and nothing is done on receipt of inventory. If an individual
prices an item while receiving inventory, the cost of unit will not be
affected.
ii. Calculated
Average Cost: When the receipt of inventory is done, the system
automatically calculates the average cost based upon the amount recorded with
the receipt. With this option selected, the Average Cost Unit is not editable
is calculated using the following
11.
Continue with additional Inventoried Products information.
a.
Average Unit of Cost: The average cost per unit. If this
cost is zero and the Cost Method is selected Manual, then no cost accounting
will be performed in Personify
b.
Cost Calc Date: Drop down date the cost of the product
was last calculated.
c.
Next Inventory Arrival: Drop down date of then the next
inventory will arrive for the product. This date will display on the Product
Detail page on the wen when the inventory is out of stock and the Add to Cart
button is not displayed.
d.
YTD Sold: Read Only display that shows the number of
products sold for the year to date. This number is automatically created when
orders are created, shipped, cancelled, returned, and deleted.
e.
Total Sold: Read only display that shows the number of
products sold altogether. This includes all products sold for every ear.
f.
Last Sold: Read only that shows the last date the product
was sold.
12.
Continue with additional Inventoried Products information.
a.
Preferred Vendor: Allows the user to specify the
preferred vendor for the product. This is displayed for Individual Products
only.
b.
Inventory Account: Link opens the GL Account chooser and
allows user to select the account defined as the inventory account. This link
is only displayed for inventoried products only.
c.
Cost of Goods Account: Link opens the GL Account chooser
and allows user to select the account defined as the cost of goods account.
This link is only displayed for inventoried products only.
13.
Save 
any changes
made to the general product setup screen.