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.
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.
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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.
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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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This tab stores the actual and forecasted costs associated with this product. See About the Costs Form.
Cost Planning Sub-Tab
This tab stores information on costs for planning purposes associated with this product.
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Selecting the Taxable option instructs the Aptify Order Entry system to add an appropriate tax to the product on the order line when it is purchased. See Managing the Sales Tax -chapter in the Aptify 5.5 Accounting and Financial Systems Integration Guide for Infrastructure for information.
Deferred Income (Required)
The Deferred Income option indicates that the sale of the product is recognized at a future date or dates. Deferred income products must have a deferred income GL account so that scheduled transactions can be generated when the product is ordered. This field is only available when the Subscription Item box is selected on the Subscription tab. See the Creating a Subscription Product chapter of the Aptify 5.5 Subscription and Dues Management Guide for Subscription Products for more information.
Cash Basis Acctg (Required)
For organizations using a cash basis accounting method, selecting this option generates revenue recognition entries at the time of payment rather than the time of order.
Aptify supports two accounting methods for a product: Accrual Basis or Cash Basis. For Accrual Basis accounting, revenue is recognized at the time an order is shipped. For Cash Basis accounting, revenue is recognized at the time payment is received. By default, this box is cleared and a product uses Accrual Basis accounting. If your organization uses cash basis accounting, select the option.
Discuss this selection with your accounting department before specifying that a product should use Cash Basis accounting. If using Cash Basis accounting, be sure to add an unearned revenue account to the product's GL Account tab.
See the Aptify 5.5 See Managing Accounting and Financial Systems Integration Guide for for more information on Aptify's accounting functionality.
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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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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 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 ProductsoProducts.
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Kit Type (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 This field 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 see About the Product Kit Types Form). The standard options include:
- Standard Product: This 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 When this option is selected, the Assemble using Inventory from Sub-Products option is disabled and not checked.
- Kit Product: When When selected, the system identifies the product as a kit comprised of the products specified in the sub-product list. When the Assemble using Inventory from Sub-Products option is checked, the kit is identified as a dynamic component kit. This decreases the inventory for the sub-products in the kit as kits are purchased. When 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 listAssemble using Inventory from Sub-Products option is unchecked (the default value), the kit is identified as a prefabricated assembly and the inventory of each assembly/component part will not be affected.
- Product Grouping: When selected, the system identifies the product as a grouping of the products specified in the sub-product list. When this option is selected, the Assemble using Inventory from Sub-Products option is disabled and checked.
Assemble using Inventory from Sub-Products (Required)
This 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.
Attachments Tab
The Attachments tab lists any files relevant to the Products record.
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The Comments tab contains any comments relevant to the Products record.
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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.
General Sub-Tab
Topic
The Topic field is a legacy field and currently has no functionality.
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This field can be used to link this product to an earlier version product for the Standing Orders module. The New Product Version wizard populates this field automatically. See Creating New Product Versions.
Base Product
The Base Product field is used in conjunction with Prev. Version field to link products together (such as specific instances of an annual event or new editions of a publication). It identifies the baseline or first version of a particular product series. See Creating New Product Versions.
Chapter Assignment Rule
This field is used in conjunction with the Chapter Management add-on application for EBusiness e-Business to specify the logic to use when automatically assigning a person to a chapter (when that person orders a Chapter membership product).
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This field identifies a culture string that will serve as the Order Line Description for this product/products in this category/products of this type. The Order Line Description contains a series of placeholders (identified by numbers enclosed in brackets, for example, {0}, {1}, etc.). These placeholders correspond to the fields identified in the Order Line Fields field.
Note that this description is only applicable to products that are not subscriptions; subscription products use the Subscription Description instead.
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The Prerequisite sub-tab is used to configure any prerequisite conditions in which must be met before the product can be added to an order. See Specifying Product Prerequisites for more information.
Related Products Sub-Tab
The Related Products sub-tab displays the Related Products records that are offered to customers as accessory or substitute products when the product in this Products record is ordered.
The information about a product listed on this tab is displayed in a prompt dialog dialogue box on the order entry screen at the time of placing an order, for the service representative to read to the customer. See About the Related Products Form for more information.
Standing Orders Sub-Tab
The Standing Orders sub-tab displays a list of Standing Orders records for the product. See Entering and Fulfilling Standing Orders for more information.
Tasks Sub-Tab
This Tasks sub-tab displays the tasks linked to this product. See Managing Tasks for more information.
Topic Codes Sub-Tab
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
Version Number
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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)
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This tab displays the hierarchy browser of products and product categories related to the current product. See About the Hierarchy Browserfor Reviewing Product Category Relationships for 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 Top Panel
Quantity On Hand (read-only)
The Quantity On Hand field displays the total number of units on hand in the inventory warehouses. Units are included in this figure whether or not they have been reserved for sale.
Quantity On Hand
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- Quantity Reserved
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= Quantity Available
Quantity Reserved (read-only)
The Quantity Reserved field displays the total number of units sold but not shipped to the customer. These units are typically still physically in the organization's warehouse, but have been sold to a customer through an order. Quantity reserved is controlled by the Order Status field on the Orders record, which indicates if an order has been Taken, Shipped, Cancelled or Back Ordered. Quantity reserved includes the quantities for Order records with an order status of Taken or Back Ordered.
Quantity Reserved = Units Ordered - Returned Units + Exchange Units
Units Ordered = number of units where order status is Taken or Back Ordered
Returned Units = number of negative quantity units in cancellation orders linked to orders that calculate Units Ordered
Exchange Units = number of positive quantity units in cancellation orders where order status is Taken or Back Order
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Quantity Shipped is the total number of units of a product that have been shipped to customers, life-to-date. This is a statistic Aptify provides to determine overall product volume.
Quantity Shipped = Units Shipped - Returned Units + Exchange Units
Units Shipped = number of units where order status is Shipped
Returned Units = number of negative quantity units returned in cancellation orders linked to orders that calculate Units Shipped
Exchange Units = number of positive quantity units in cancellation orders where order status is Shipped
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The QuantityOnOrder field displays the total number of product units presently on order. This total comes from the Inventory On Order records listed on the On Order sub-tab on the Inventory tab.
Dimensions Sub-Tab
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.
Unit Weight
Number representing the weight of a unit.
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The Re-Order Qty and Minimum Stock 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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This option indicates that the product must have sufficient inventory in order for the product to ship to the customer. An order can be placed for the product if inventory is not available, but a warning message is provided to indicate that the product is not in stock. See Requiring Inventory for a Product for more information.
Calculate COGS (Required)
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When selected, this field indicates that the product should be included when calculating an order's shipping charges and costs. See the "Shipping and Product Configuration" section of the Shipping Charges chapter of the Aptify 5.5 Accounting and Financial Systems Integration Guide for Configuring Shipping Options for a Product for more information.
Drop Ship (Required)
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.
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To ensure that inventory records are not associated with products that do not track inventory, the Drop Ship attribute can only be set upon initial creation of the Product record. |
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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.
Vendors Sub-Tab
The Vendors tab stores information about product vendors in Vendors records. See About the Vendors Form for Products.
Primary Vendor
This field lists the name of the company who is the primary vendor from whom this product is purchased. The field is linked to the Companies service.
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The Meetings tab displays for products whose type is Meeting. For more information about Meeting Management, see Using Meeting and Housing 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.
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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 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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If a developer has created a Pricing Object to determine a product's prices, enter the Object Repository location of the object in this field. See Specifying a Pricing Object for more information. Note that this field is populated automatically for new products if the product category for the product contains a pricing object.
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If specifying a Pricing Object, enter the object's .NET assembly name in this field.
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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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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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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 About the Subscriptions Tab on the Products Form 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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- Generated: Aptify automatically generates a Web page for this product based on the standard page for its product type. This corresponds to the functionality - available in Aptify e-Business 3.5 and earlier.
- Template: Aptify generates a Web page for this product using the Web page specified in the Web Template field. See About the Product Web Templates Form for details. If you select this option, specify the Web Template in the field provided.
- Custom: Aptify uses a product - specific Web page designed specifically for this product; it does not automatically generate a Web page. If you select this option, specify the URL of that Web Page in the field provided.
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A short description of the product for display on the web page, if the product is web enabled.
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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