Defining an Individual Inventoried Product

To set up an individual product:

1. From the Personify main toolbar, select Products > Product Central.
The Product Maintenance search screen displays, as shown below.

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. On the Product Maintenance – General Product Setup screen, 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, but can be changed.

7. Enter a Product Sub-Title (used optionally on the Web).

8. From Product Type, select Individual 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

· Has Assigned Sales Rep

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

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 Elment	Description
General Product Setup
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. This name will be displayed on all reports and screens.
Invoice Description	Text box. The description of the invoice. This description displays on the order invoices and packing slips.
Product Sub-Title	Text box. This defaults to the name of the product but can be manually shortened to fit in the space on an invoice.
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. The values are populated based on the fixed Product_Type system type for the INV subsystem. Depending on the option eselected 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. The values are populated based on the non-fixed Product_Class system type for the INV subsystem.
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. The values are populated based on the non-fixed Product_Status system type for the ORD subsystem.
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.
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.
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. As of the 7.2.1 release, you can associate a product with a primary search group. When clicked, the Primary Search Group Chooser displays where you can select the primary search group (subgroup that is typically a chapter) to be used in searches for the user. To delete the Primary Search Group selected here, right-click the group name and select Clear.
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.
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. This checkbox should only be selected BEFORE entering GL account and pricing information.
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.
Has Assigned Sales Rep	The full functionality of this checkbox has not been implemented.
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. The values are populated based on the non-fixed UNIT_OF_MEASURE system type for the ORD subsystem.
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. This value is for informational purposes only.
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. The values are populated based on the fixed Cost_Method system type for the INV subsystem.
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 o Total Inv Qty Received = 10 + 100 = 110 o Total Inv Cost = $50 + $1000 = $1050 o Average Cost = Total Inv Cost/Total Inv Qty = $1050 / 110 = $9.54 · Scenario 2: Inventory adjustment, such as damaged inventory o Damaged Qty =10 o 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.
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.
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.
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.
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.
Last Sold	Read-only. The last date the product was sold.
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. For more information on these options, please see Defining a Standing Order Inventoried Product.
Preferred Vendor	Link. This allows you to specify the preferred vendor for the product. This link is only displayed for Individual Products only.
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.