Defining General Product Information for an Individual Inventoried Product

To create an individual 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, as shown below.

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 an existing parent product.

6. Enter the Product Name.
The Invoice Description field defaults to the same value, but can be changed.

7. Enter a Product Sub-Title.

8. From Product Type, select "Individual Product".

For more information on standing order INV products, please see Creating a Standing Order Inventoried Product.

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. Select the Cost Method from the drop-down.
If you select Manual Average Cost, enter the Average Unit Cost amount.

19. Select the Cost Calc Date from the drop-down.

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

21. Check the checkboxes that apply:

· Inventoried

· Allow Back Order

· Is a Donation

· Eligible For Free Shipping

22. If necessary, enter the Reorder Quantity and the Reorder Level.

23. To specify the Preferred Vendor, click the Preferred Vendor link and search for the appropriate customer.

24. To specify the Inventory Account, click the Inventory Account link and search for the appropriate account.

25. To specify the Cost of Goods Account, click the Cost of Goods Account link and search for the appropriate account.

26. Click Save.

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. When a product is marked as Zero Price, no financial transactions can take place against that line item, and no manual shipping can be applied. Instead, create a $0 rate code.
One Price Only	Checkbox. When checked, indicates 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	Text box. The weight per unit and is optionally used in shipping calculations. This field is a numeric value only and is not specific to any measuring system such as metric.
Unit Measure	Drop-down. The measuring unit used, such as pounds, ounces, 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 Personify 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 if 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	Drop-down. This indicates how costing of inventory is calculated. Values include: · Manual Average Cost The user enters an amount in the Average Unit Cost field and nothing is done on receipt of inventory. If someone enters a price when receipting in inventory, it will not affect the unit cost. If this option is selected, the average cost will NOT be recalculated on inventory adjustment even if the Recalculate Cost on Inventory Adjustment checkbox is selected. · Calculated Average Cost When the receipt of inventory is done, the system automatically recalculates average cost based on the amount recorded with the receipt. If this option is selected, the Average Unit Cost field will be disabled and is automatically calculated on receipt of inventory. Formula: [(current quantity on hand * current average cost) + (quantity added * cost per unit items added) ] / new total quantity = new average cost If this option is selected and the Recalculate Cost on Inventory Adjustment checkbox is NOT selected, the average cost will NOT be calculated on inventory adjustment. Values in the drop-down are populated based on the fixed codes defined for the INV "COST_METHOD" system type.
Average Unit Cost	Text box. The average cost per unit. If this cost is zero and the Cost Method selected is Manual Average Cost, then no cost accounting will be performed in Personify. For example: An association buys 10 hats at $5 each. The total Inventory cost = 10 * $5 = $50. The Average cost = $50 / 10 = $5. Now the association again buys 100 hats at $10 each. The total Inventory cost =100 * $10 = $1000 The Average cost = $1000 / 100 = $10. · Scenario 1: Inventory is received in warehouse § Total Inv Qty Received = 10 + 100 = 110 § Total Inv Cost = $50 + $1000 = $1050 § Average Cost = Total Inv Cost/Total Inv Qty = $1050 / 110 = $9.54 · Scenario 2: Inventory adjustment, such as damaged inventory § Damaged Qty =10 § Average Cost = Total Inv Cost/Total Inv Qty = $1050 / (110 - 10)= $10.50
Cost Calc Date	Drop-down. This is the date the cost of the product was last calculated.
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.
Pre-Order Available	Drop-down. As of 7.5.0, this date indicates when the product is available to be pre-ordered. As of 7.5.0, if the product has been setup to display on the web, is out of stock (Available quantity defined on the Inventory screen = 0), the Pre-Order Available date is today or a day in the future, and the Allow Back Order checkbox is checked, the "PRE-ORDER AVAILABLE" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below. This field has no effect on the order fulfillment status. If the web user purchases this product, the system will create a back-order.
Last Sold	Read-only. The last date the product was sold.
Inventory Account	Link. Opens the GL Account Chooser. Displays which account is to be defined as the inventory account. This link is only displayed for inventoried INV Products only.
Cost of Goods Account	Link. Opens the GL Account Chooser. Displays which account will be the expense account for the product. This link is only displayed for inventoried INV Products only.
Preferred Vendor	Link. This allows you to specify the preferred vendor for the product. This link is only displayed for Individual Products only.
Inventoried	Checkbox. This indicates that this is an inventoried product and 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-inventoried products do not have inventory or cost of goods accounts. A non-inventoried product that is not connected to a warehouse will default to preshipped and therefore will not be picked up by the INV620. If you want the INV620 process to pick up a non-inventoried product, you need to assign it to a bin of a warehouse and then the status will default to not fulfilled instead. For more information on non-inventoried warehouses, please see Defining Inventory Locations.
Allow Back Order	Checkbox. This indicates that any order can be placed for an out of stock inventoried product. This checkbox should NOT be selected if the Inventoried checkbox is not selected. As of 7.5.0, if this checkbox is unchecked, the "Display Out-of-Stock on Web" checkbox will be disabled on the eBusiness Control screen. For more information, please see Defining Inventoried Product eBusiness Controls. As of 7.5.0, if the product has been setup to display on the web, is out of stock (Available quantity defined on the Inventory screen = 0), the Pre-Order Available date is today or a day in the future, and this checkbox is checked, the "PRE-ORDER AVAILABLE" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below. If the web user purchases this product, the system will create a back-order. As of 7.5.0, if the product has been setup to display on the web, is out of stock (Available quantity defined on the Inventory screen = 0), the Pre-Order Available date is not set or set to a date in the past, and this checkbox is checked, the "BACKORDER AVAILABLE" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below. If the web user purchases this product, the system will create a back-order. Additionally, the Place Back Order button will display on the product detail page on the web for this product, as shown below. If the product is out of stock (Available quantity defined on the Inventory screen = 0), this checkbox is NOT checked, and the Display Out-of-Stock on Web checkbox is checked on the eBusiness Control screen, the "OUT OF STOCK" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below..
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.
Reorder Quantity	Text box. The number that should be reordered when a reorder is required. The Low Inventory notification will be sent out to staff when the number On the Shelf reaches the Reorder Quantity defined here. This field is only enabled when the Product Type is Individual Product.
Reorder Level	Text box. The total number in inventory at which point the product should be included in a reorder report. For more information, please see INV500 – Product Inventory Report. This value is for informational purposes only. You can use this field for a notification to be sent to the inventoried product manager when the inventory reaches the reorder level. This field is only enabled when the Product Type is Individual Product.
YTD Sold Quantity	Read-only. The number of products sold for the year-to-date. This number is automatically updated when orders are created, shipped, cancelled, returned, and deleted.
Total Sold Quantity	Read-only. The number of products sold altogether. This includes all products sold for every year.