Creating a Standing Order Inventoried Product

A standing order product does not actually exist except as a device to hold product(s) to be fulfilled as they become available. The real products associated with a standing order are the components.

For more information on processing a standing order product order, please see Creating an Order for a Standing Order Product.

To create a standing order product:

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

2. Click Create New Product.
The Product Maintenance diagram displays, as shown below.

3. Click the Inventoried Products icon.
The Product Maintenance - General Setup screen displays.

4. Enter the Product Code.
The Parent Product defaults to the value entered as the Parent Code.

5. If necessary, click the Parent Product link and search for another parent product.

6. Enter the Product Name.
Invoice Description defaults to the same value.

7. Enter a Product Sub-Title.

8. Select “Standing Order Product” as the Product Type.

9. Select the Product Class from the drop-down.

10. Select the Product Status from the drop-down.

11. If necessary, change the Currency Code related to the product.

12. Select the Available From date from the drop-down.

The Available From date cannot be changed if orders have already been created for it.

13. If necessary, select the Available Thru date from the drop-down.

14. Check the checkboxes that apply:

· Master Product

· Returnable

· Allow Price Update

· Available to Order

· Members Only

· Zero Price

· One Price Only

15. Select the Unit Measure from the drop-down.

16. Enter the Quantity.

17. If necessary, enter the ISBN number.

18. If necessary, select the Next Inventory Arrival date from the drop-down.

19. Select a Pricing Method from the drop-down.

20. If necessary, check the Is a Donation checkbox.

21. If necessary, check the Eligible For Free Shipping checkbox.

22. Click Save.

23. If the Pricing Method is set to "Product Only", you must define the pricing for the standing order product.

24. Define the standing order components. For more information, please see Defining Inventoried Product Components.

Screen Element	Description
Header
Parent Product	Read-only. Defaults to the value that you entered for in the Parent Code text box.
Product Code	Read-only. Defaults to the value that you entered for in the Product Code text box.
Product ID	Read-only. As of 7.6.0, the unique product ID number assigned to the product displays. You can use the Product ID to leverage oData queries in the Online Store, Shopping Cart, and Checkout pages. See SVC Clients for more information.
Product Short Name (Invoice Description)	Read-only. Defaults to the value that you entered for in the Invoice Description text box.
General Product Setup
Subsystem	Read-only. The area, or subsystem, with which the product is associated.
Product Code	Text box. A unique code to be setup for the product.
Parent Product	Link. The parent product associated with the product. The combination of the Product Code and Parent Product code must be unique in Personify.
Product Name	Text box. The name of the product. Please note that the maximum number of characters that can be entered for the Product Name field is 1000 characters.
Invoice Description	Text box. The description of the invoice. This description displays on the order invoices and packing slips. Please note that the maximum number of characters that can be entered for the Invoice Description field is 500 characters. If the product has been defined to display on the web, the description defined here will display on the full product listing, product preview, product detail, and any promotional marketing controls on the web.
Product Sub-Title	Text box. This is an optional field that allows you to enter in an additional description (sub-title) that can be used for reporting purposes.
Product Type	Drop-down. The type of product. The options available change depending on the selection made here. For example, Individual Product or Standing Order Product. Values in the drop-down are populated based on the fixed codes defined for the INV "PRODUCT_TYPE" system type. Depending on the option selected from the drop-down, the appropriate fields in the Inventoried Products section will become enabled.
Product Class	Drop-down. Used to identify the class of product. For example, a book, manual, or shirt. Values in the drop-down are populated based on the non-fixed codes defined for the INV "PRODUCT_CLASS" system type.
Product Status	Drop-down. The status dictates whether it can be seen on the Order Entry screens. Values include Active, Cancelled, and Discontinued. Orders can still be placed until the inventory is sold out for discontinued products. Orders cannot be placed for cancelled products. Values in the drop-down are populated based on the non-fixed codes defined for the ORD "PRODUCT_STATUS" system type. As of 7.5.0, if this product has been setup to display on the web, the Available quantity defined on the Inventory screen is greater than 0, and the Product Status is set to "Discontinued" (D), the "DISCONTINUED" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below.
Status Date	Read-only. This is a read-only field that displays the date the product was created. Defaults to today’s date when creating a new INV product.
Currency Code	Drop-down. The appropriate domestic or international currency to use in this subsystem, e.g., German Mark, Japanese Yen, US Dollar, and etc.
Available from	Drop-down. The first date that the product is available for Order Entry, as long as the product is validated.
Available thru	Drop-down. The last date the product can be added to an order.
Primary Search Group	Link. This is an optional feature that allows organizations to assign a search group code to products and customers, so that back office staff assigned to that primary search group can optionally pre-filter searches for customers or products by their assigned primary search group. Primary search group codes are defined on subgroup customer records and mapped to zip codes. An organization can have customers be automatically assigned to a primary search group based on the zip code of their primary address by setting the APP AUTOMATIC_SEARCH_GROUP_ASSIGNMENT application parameter to "Y". For more information on primary search groups, please see Creating a Primary Search Group Mapping.
Options
Master Product	Checkbox. This indicates that the product is the master product.
Returnable	Checkbox. This indicates that customers can return the product.
Allow Price Update	Checkbox. If this checkbox is selected, the Unit Price field is editable on the Order Entry screen and the Line Item Details screen. If the price of the product is $0 and this checkbox is selected, the Line Status will default to Proforma regardless of the Org Unit Line Status default. The system assumes that the price will be manually changed.
Available to Order	Checkbox. This indicates that the product can be ordered and that the product Available from date is greater than or equal to today. Some products may only exist for use as components to other products.
Members Only	Checkbox. This indicates that the product is available only to members of the primary level 1 membership of the primary membership group. When a product is marked as member-only, only customers who qualify for a rate structure that has been defined for the product being purchased (on the Rates and Pricing screen) and is marked as Can Purchase Member Products (on the Rate Structure Maintenance screen) can buy the product. Therefore, if the customer only qualifies for rate structures that aren't marked as Can Purchase Member Products, then that customer will not able to buy the member-only product. Additionally, if the customer qualifies for a rate structure that IS marked as Can Purchase Member Products, but that rate structure is NOT ALSO defined on the members-only product, then that customer will not be able to buy the members-only product. As of 7.5.0, if this product is active, has been setup to display on the web, and this checkbox is checked, the "MEMBERS ONLY" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below.
Zero Price	Checkbox. When checked, indicates this product is available for $0, so you can validate the product without entering pricing and GL account information. You still MUST enter a default rate code. As of 7.5.2, if this checkbox is checked, the Waive Shipping checkbox is checked and disabled on the Rates Pricing screen. When this checkbox is checked, the "Define GL Accounts", "Define Revenue Accounts", "Defining Shipping Charges", and "Defining Cancellation Fees" tasks in the Define the Product/Product Definition task category will no longer display. This checkbox should only be checked BEFORE entering GL account and pricing information.
One Price Only	Checkbox. When checked, it 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 this checkbox is checked. When unchecked, indicates the rate structures apply to the price of the product.
Inventoried Products
Unit Weight	Not applicable for Standing Order products.
Unit Measure	Drop-down. The measuring unit used, such as pounds, ounces, and etc. This value is for informational purposes only and is not used in any calculation of price or shipping. Values in the drop-down are populated based on the non-fixed codes defined for the ORD "UNIT_OF_MEASURE" system type.
Quantity	Text box. The number of units per product. For example, if the product is a box of pencils containing 10 pencils, the quantity would be 10. This value is for information purposes only and does not affect the number On the Shelf.
ISBN	Text box. This is the International Standard Book Number (ISBN) for the product. It is the unique ten-digit numerical identification assigned to books, pamphlets, educational kits, microforms, CD-ROMs, and braille publications. As of 7.5.0, if the product has been defined to display on the web and a valid ISBN number is entered here, the Google Preview button will display on the product detail page on the web, as shown below. The system will pass this ISBN number to Google's book preview utility to display a preview to the web user. As of 7.5.2, if an invalid ISBN number is entered, the ISBN number will still display on the product detail page, but the Google Preview button will NOT display. Google Books respects the user's local copyright restrictions, and as a result, previews or full views of some books are not available in all locations. For more information, please see https://developers.google.com/books/docs/dynamic-links#terminology.
Cost Method	Not applicable for Standing Order products.
Average Unit Cost	Not applicable for Standing Order products.
Cost Calc Date	Not applicable for Standing Order products.
Next Inventory Arrival	Drop-down. Select the date the next inventory will arrive. This date will display on the Product Detail page on the web when the inventory is out of stock and the Add to Cart button is not displayed.
Reorder Quantity	Not applicable for Standing Order products.
Reorder Level	Not applicable for Standing Order products.
YTD Sold Quantity	Not applicable for Standing Order products.
Total Sold Quantity	Not applicable for Standing Order products.
Last Sold	Not applicable for Standing Order products.
Pre-Order Available	Not applicable for Standing Order products.
Pricing Method	Drop-down. The method used for pricing for Standing Order Products only. This field will NOT be displayed for Individual Products. The values are populated based on the fixed Pricing_Method system type for the ORD subsystem. The available values are: · Product Only All pricing and accounting is performed from the standing order product. · Component Only All pricing and accounting is performed from each component product. By default, the Order_Detail.ALLOW_PAYMENT_FLAG is set to N when a standing order product is defined to have pricing calculated at the component level. If the "Component Only" option is selected, please note that the system will NOT automatically charge the customer's credit card each time a standing order component becomes available. Therefore, you must send an invoice to collect the credit card payment when the component becomes available.
Inventoried	Not applicable for Standing Order products.
Allow Back Order	Not applicable for Standing Order products.
Is a Donation	Checkbox. When checked, indicates that when you purchase this inventoried product, it will count as a donation. The amount paid for the product is included in the giving analysis and recognition. When unchecked, indicates this product is not related to fundraising or donations. If this checkbox is selected, when an order is paid for this product, a record will be created for the customer on the Credit Transactions tab in Donor Central. The amount will be the price of the product minus the Fair Market Value.
Eligible For Free Shipping	Checkbox. As of 7.5.2, when checked, indicates that this product is eligible for free shipping. Only order line amounts for products eligible for free shipping will be included when evaluating whether the order qualifies for free shipping. If this checkbox is checked and the product has a surcharge, then only the surcharge will be charged. If this checkbox is NOT checked and the product has a surcharge, then both the regular shipping fee and the surcharge shipping fee will be charged. For more information on free shipping, please see Free Shipping Setup Overview. INV900 does NOT give free shipping on standing order lines. Therefore, it is NOT recommended that you check this checkbox for Standing Order products.