Copying an Inventoried Product

If you need to create multiple inventoried products that have similar setups, Personify360 offers a Copy Product functionality to make this process easier and less time-consuming. The Copy Product functionality allows you to take the setup of an existing inventoried product and copy over any or all of its parameters, including GL accounts and pricing setups, by simply checking off the parameters you want to recreate for the copied product.

This functionality is available for all Product Types and appears as a task (Copy this Product) through the Related Tasks taskbar when viewing a product on its Product Maintenance (PRODUCTCENTRAL) screen.

The Copy Product screen consists of two tabs:

·            1 – New Product to be Created
Used to set up the general product information, such as Product Code and Product Description.

·            2 – Copy Parameters
Used to define the parameters that should be copied from the old product to the new product. The Copy Parameters functionality allows you to copy any or all parameters of a product including the following:

o           GL Account Parameters

o           System Accounts

o           Revenue Accounts

o           General Parameters

o           Rates and Prices

o           Components

o           Cancellation Fees

o           Web Text Info

o           Shipping Fees

o           Subsystem-Specific Parameters (where applicable)

The only value that must be new is the Product Code.

To create a copy of an existing product:

1.    From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2.    Click Search to find a product or click Create New Product.

3.    From the Related Tasks task category, click Copy this Product.
The Product Copy screen displays with information on the original product appearing at the top of the screen, as shown below.

4.    On the New Product to be Created tab, enter the Product Code of the new product.

The Product Code MUST be different from the original product.

5.    If necessary, select a new Parent Product.
This value defaults from the original product, but may be changed as needed.

6.    Select the Product Class of the new product.
This value defaults from the original product, but may be changed as needed.

7.    Enter the Product Description and Invoice Description.

8.    If necessary, modify the Date Available for Sale.
This value defaults from the original product, but may be changed as needed.

9.    Click Next.
The Copy Parameters tab displays, as shown below.

10.  On the Copy Parameters tab, select the appropriate radio button in the System Accounts section.

·            Use Default System Account
When selected, the system pulls the Product_Account values from the FGL_Product_Account_Default table for the subsystem. If this option is selected but no default system accounts have been defined, then the system accounts for the new product will be blank.

·            Copy System Accounts
When selected, the system copies the Product_Account record from the original product.

11.  If necessary, check the Impose Mask on System Accounts checkbox.
When checked, you must enter a GL Account Mask so the system validates that the resulting account exists in the Financial General Ledger Account Master table. If it does not exist in the table, then a warning is issued and the user must define these accounts manually.

12.  Select the Recognition Method from the drop-down.

13.  Select the Recognition Date from the drop-down.
Note that this field will be disabled unless “On Specific Date” is chosen from the Recognition Method drop-down.

14.  Check the appropriate checkboxes in the Revenue Accounts section.

·            Copy Revenue Accounts
When checked, the system copies the records from the Product_Revenue_Distribution.

·            Impose Mask on Revenue Accounts 
When checked, you must enter a GL Account Mask so the system validates that the resulting account exists in the Financial and Accounts Receivable system. If it does not exist in the table, then a warning is issued and the user must define these accounts manually.

15.  If you selected the Impose Mask on System Accounts or Impose Mask on Revenue Account checkbox(es), enter the GL Account Mask.
GL account numbers are created with segments that represent the same type of item for all GL account numbers. You can define the pattern for the GL account here. For example, the current revenue account is 1-678-4800, where “4800” is specific to the current product and the revenue account for the new product is 1-678-4900. Therefore, the GL Account Mask would be ?-???-4900.

When the Impose Mask on System Accounts or Impose Mask on Revenue Account checkbox(es) are selected and a GL Account Mask is entered, the system will accept a mask and then update the account based on this mask. The system must validate that the resulting account is a valid account.

16.  Check the appropriate checkboxes of the parameters to copy.
The parameters include the following:

·            Rates and Prices: copies information defined on the Rates and Pricing screen.

·            Components: copies information defined on the Components screen.

·            Cancellation Fees: copies information defined on the Cancellation Fees screen.

·            Shipping Fees: copies information defined on the Shipping Charges screen.

·            Product Images: copies information defined on the Product Images screen.

·            Web Text Info: copies information defined on the eBusiness Control, Brief Description, Long Description, Related Links, and  Search Engine Optimization (as of 7.6.2) screens.

·            Ebus Controls: copies information defined on the eBusiness Control, Related Links, and Search Engine Optimization (as of 7.6.2) screens.

·            Categories/Keywords: copies information defined on the Categories and Keywords screen.

·            Relationships: copies information defined on the Related Products, Related Customers, Related Files, Fundraising Links, and Product Segmentation screens.

17.  Review all your fields, and after review, click Copy Product.
If no errors occur, the new product opens on the Product Maintenance screen. If you receive an error stating, “Another object with the same key already exists,” return to the “New Product to be Created” tab and make sure you entered a Product Code different from the original product’s code.

This process does not automatically validate the product. You still need to click Validate Setup, as with other product setups, to finalize the product. For more information, please see Validating an Inventoried Product Setup.

While the copy product functionality can copy the web text from the original product’s e-Business control, you should open the new product’s setup and review the e-Business to ensure it’s active and appears only when desired.