The Products form consists of a main top panel and several tabs. See Creating a Products Record for information on creating a new product in Aptify.Anchor
Top Panel
Name (Required)
The Name field contains the name of the product. It is recommended that each product be named differently to avoid confusion during the order entry process.
Category (Required)
The Category field links the Products record to a specific product category. General ledger (GL) accounts and other attributes defined at the product category flow down to the product to streamline product setup. Note that you cannot change a product's category once the Products record has been saved for the first time.
Type (Required)
The Type field links the Product record to a specific product type. This product type defines whether the product is of an extended type, and may result in an additional tab appearing on the Products record. The list includes all active Product Types set up within the system. Note that you cannot change a product's type after the Products record has been saved for the first time. Info:
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Aptify is delivered with the General, Expo, Meeting, Publication, and Housing product types pre-defined. Selection of Expo, Meeting, Publication, or Housing results in the addition of a tab on the Products record. These types are described in Aptify's documentation (see General Product Setup for more information). Any tabs that result from product types configured for an organization's specific business rules may not included in this documentation. |
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Parent Product
The Parent Product field links the current Products record to another Products record in a parent-child relationship. Assigning a parent to a product structures an organization's products in a hierarchical fashion.
Accounting Tab
This tab displays information related to the impact the product has on an organization's accounting procedures.
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This tab displays product cost summary details in a pivot table.
General Sub-Tab
Invoice Type (Required)
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This field is for meetings and other products where all revenue from sales is recognized on a specific date in the future (such as the date of the meeting/event) and not on the date the order is shipped.
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This field is not intended to be used with the Deferred Income field; use one or the other |
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GL Accounts Sub-Tab
The GL Accounts tab lists the GL accounts associated with the product. Initially the tab populates with the GL accounts listed on the product's Product Categories record. GL accounts are used at the product level for accounting purposes. If a product category's GL accounts are modified, the product's GL accounts must be updated manually if necessary to avoid unintentional changes to GL accounts at the product level.
See About the GL Accounts Form for Products for more information.
Assembly Tab
The Assembly tab lists all the Parts records used to create this product when ordered. Products in the Parts records make up the kit/assembled product. See About the Parts Form from Productso.
Assemble using Inventory from Sub-Products (Required)
The Use Assembly Inventory option indicates to the inventory system that the current product is either a kit or group of other products. See Creating Kit Products and Product Groupings for details.
Kit Type (Required)
This field is only available when Use Assembly Inventory is selected and lets a user select the kit type for the product. The drop-down list displays the set of records from the Product Kit Types service (see About the Product Kit Types Form). The standard options include:
- Standard Product: This option corresponds to a standard product that is not a kit or group of other products. The Kit Type is set to Standard Product when Use Assembly Inventory is not selected.
- Kit Product: When selected, the system identifies the product as a kit of the products specified in the assembly sub-product list.
- Product Grouping: When selected, the system identifies the product as a grouping of the products specified in the assembly sub-product list.
Attachments Tab
The Attachments tab lists any files relevant to the Products record.
Comments Tab
The Comments tab contains any comments relevant to the Products record.
Details Tab
Products Record Details Tab
Attributes Sub-Tab
The Attributes sub-tab displays a list of Attribute records, and whether they are presently active or not. Product attributes are not commonly used. This is a generic feature that allows product-specific logic to be implemented by an organization. See About the Attributes Form for Products.
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This field contains a comma separated list of field names that plug into the Order Line Description placeholders. The order in which you enter the field names must match the order in which they should appear within the Order Line Description. The number of field names you enter should also match the number of placeholders in the Order Line Description. For example, the default Order Line Description for the Class Product Type is Registration for {0} at {1}. This description includes two placeholders - the first identifies the student and the second identifies the class name. Therefore, the default Order Line Fields for the Class Product Type is Student_FirstLast,ClassName.
The Order Line Fields placeholders can reference any field in the Order Lines service and, for extended products, any field in the extended order line service. So, in the case of a Class product, the Order Line Fields can reference any field in Order Lines and any field in Class Registrations. For Meeting products, the Order Line Fields can reference any field in Order Lines and any field in Meeting Registrations (AKA Order Meeting Detail). For Expo products, the Order Line Fields can reference any field in Order Lines and any field in Order Booth Detail.
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Topic codes can be associated with the Products service as determined by an organization. Each product can then associate with a topic code by selecting the appropriate topic code on the Topic Codes tab. See Selecting Topic Codes for information on working with Topic Codes in Aptify.
Expos Tab
The Expos tab is only displayed if the product type selected is Expos. The Expos tab contains product information specific to expo products. For detailed information on the fields and functions on this tab, see Using Expo Management.
General Tab
Products Record General Tab 
Version Number
The version or release number of the product.
Distribution Type (Required)
Identifies the distribution option used for this product. Standard options include: Hard Shipment, Email, Fax, and Drop-Ship Product. The options displayed are from the Product Distribution Types service. See About the Product Distribution Types Form.
Top Level Item (Required)
The Top Level Item option (selected by default) makes the product available for sale on its own through the Aptify Order Entry system. If the product is part of another product and is never sold individually, clear this option.
Currently Sold (Required)
The Currently Sold option (selected by default) indicates that the product is available for sale in the Aptify Order Entry system. If not selected, the product cannot be purchased through the system.
Available On
The Available On field is a date field which indicates when a product is available for sale in the Aptify Order Entry system.
Available Until
A date field that indicates when a product is no longer available for sale in the Aptify Order Entry system.
Description
A description of the product. This description appears in the order line on an Orders record.
Hierarchy Tab
This tab displays the hierarchy browser of products and product categories related to the current product. See About the Hierarchy Browserfor details.
Housing Tab
The Housing tab displays for products whose type is Housing. For more information about Housing Management, see Using Housing Management.
Inventory Tab
Inventory Tab 
Inventory Tab Top Panel
Quantity On Hand (read-only)
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Quantity On Hand |
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Quantity Available |
Quantity Reserved (read-only)
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The fields on the Dimensions sub-tab track the physical size and width information that can be used to calculate shipping charges or for reserving adequate warehouse space.
Inventory Dimensions Sub-Tab 
Unit Weight
Number representing the weight of a unit.
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A list of linear types that indicate how units are measured. Options include: Inches, Feet, Yards, Millimeters, Centimeters, Meters. The default is Inches.
General Sub-Tab
Inventory General SubTab 
Re-Order Qty.
Contains the quantity of units usually ordered when reordering inventory.
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Indicates the minimum amount of inventory this product should always have on hand. Info: The
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The Re-Order Qty |
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and Minimum Stock |
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fields determine which products appear in the Product Inventory Transfer wizard by default. See Using the Bulk Inventory Transfer Wizard for details. Otherwise, these are for informational purposes only; they will only prompt an action if the need to reorder is noted by a service representative, or if a specific tool for notification is developed. |
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Notification Employee
The employee who should be notified when reordering inventory for this product is necessary. This field does not provide automatic notification by default. Contact the system administrator to configure automatic email notification. The system administrator can create a process pipeline to handle this notification.
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Indicates the cost method used for this product. Once the method is selected and the Products record is saved, the cost method cannot be changed. Options include:
- Average — : Average costing methodology assigns each unit sold the average cost of all units currently in stock, regardless of when they were purchased. This is done by averaging the values in the Cost Per Unit field on the Product Inventory Ledger Entries records that are linked to the product sold.
- LIFO — : Last-In-Last-Out methodology assumes that the most recently acquired goods are sold first, and that the ending inventory consists of old goods acquired in the earliest purchases. Thus, inventory is filled based on the price of the most recently acquired items.
- FIFO — : First-In-First-Out methodology is based on the assumption that the first merchandise acquired is the first merchandise sold. In other words, each sale is made out of the oldest goods in stock and the ending inventory always consists of the most recently acquired goods. Inventory adjustments are prioritized so that the price of the oldest items is posted, regardless of current market cost.
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The Drop Ship option indicates that the product is sent to the customer directly from an outside manufacturer. Aptify does not track inventory for this product if the Drop Ship option is selected. Note that you cannot select Drop Ship and Require Inventory for the same product. Info:
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To ensure that inventory records are not associated with products that do not track inventory, |
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the Drop Ship |
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attribute can only be set upon initial creation of the Product record. |
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Make Internally (Required)
The Make Internally option indicates the product is made in-house rather than manufactured by another company.
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The Purchases/Adjustment tab displays all of the organization warehouse locations associated with the product's inventory. Only inventory locations that contain this product are shown in the tree list on the left. On the right, a list of Product Inventory Ledger records displays. Product inventory can be added or transferred between inventory locations from this tab. See Transferring Product Inventory Transfers Manually for details.Anchor
Vendors Sub-Tab
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Displays the name of the company that manufactures the product. The Manufacturer field is linked to the Companies service.
Meetings Tab
The Meetings tab displays for products whose type is Meeting. For more information about Meeting Management, see Using Meeting Management.
Prices Tab
The Prices tab displays the different Prices records associated with the product. The ability to override prices is controlled at the product level if it is not controlled at either the organization level or employee level. See Assigning Product Prices for information on product pricing.
Advanced Sub-Tab
Prices Advanced Tab 
Price Rule
This field identifies the Pricing Rule that is used to determine a product's prices. This field links to the Pricing Rule service (see Establishing Pricing Rules and About the Pricing Rules Form for details). When specified on a product's Prices > Advanced tab, this rule take precedence over any prices configured in the Pricing Matrix.
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This tab displays the Pricing Matrix for a product. See About the Prices Form for information on the Prices sub-type record.
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Settings Sub-Tab
See Additional Product Pricing Functions for more information on the fields on this sub-tab. Prices -Settings Tab 
Min Price
A price entered in the Min Price field prevents a price override during the order entry process for the product from being sold for less than this amount (unless the Allow Free option is also selected). This price is expressed in the functional currency for the Organization specified on the product's Details tab.
For orders in a foreign currency, the system converts the minimum price to the applicable foreign currency using the most recent Currency Spot Rate between the foreign currency and the organization's functional currency.
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The Allow Price Selection option, selected by default, allows the order entry personnel to select from a list of available product prices on the order line.
Publication Tab
This tab appears when the Product Type is set to Publication. See About the Publications Tab on the Products Form for details.
Subscription Tab
This tab displays information related to configuring a product as a subscription. See the Aptify 5.5 Subscription and Dues Management Guide for details.
Web Tab
Information listed on the Web tab of the Products record is used in conjunction with the Aptify e-Business Suite.
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A short description of the product for display on the web page, if the product is web enabled.
Products Web Tab 
Long Description Sub-Tab
A more lengthy description of the product for display on the web, if the product is web enabled.
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In general, for this product information to display on the website, its product category must also be web enabled. (Note that this requirement may not be applicable depending on how your organization has designed the e-Business website.) |
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