The Catalog is a group of tables that create a framework, or categorization, of products in your database. These tables help standardize the way your assets are presented by providing preset definitions of product types, manufacturers, product names, model end-of-life, and images.
Products must exist in the catalog prior to adding an associated asset and can be added and edited ONLY at the "Administrative View" by an administrator or user with permission to edit the catalog. This grid is also available at the Site View and will be automatically filtered to show only those products that are located at the corresponding site. Site level admins and users can view the details of products that reside at their assigned site(s).
- Admin View
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The Catalog grid allows an administrator to add a new product, view existing products, inventory details, sites where product resides, and respective accessories.
|Catalog Grid Functions|
|Add Record||Adds a product to the Asset Management catalog.|
|Show Inactive||When checked, allows the viewing of any product marked as inactive.|
|Search Fields||Located at the top of the Catalog grid, the search fields allow for keyword and dropdown filtering of products using the Product Number, Product Name, Manufacturer, Model, Product Type, Other #1, and/or Price search fields.|
|Edit||Located on each product's row, this is the process by which a user may add/edit the respective product's details.|
|Duplicate||Located on each product's row, this is the process by which a user may duplicate an existing product's details for time-saving measures.|
|Merge||Located on each product's row, this is the process by which a user may merge assets associated with two products into one to clean up duplicate and incorrect entries.|
The Catalog grid provides the following report options. This grid is also available at the Site View and will be automatically filtered to show only those products that are located at the corresponding site. Results are dependent on how the Catalog grid is filtered prior to selecting the report.
|Catalog Reports Dropdown|
|Product Catalog Report||
Provides, in, PDF format, a listing of all and includes Product Description, Product Number, Manufacturer, Model, Product Type, Area, Price, Other 1, 2, & 3, Total Inventory (qty), SKU, Projected Life, Allow Untagged and Notes fields.
Filters available include Area, Other #2, Other #3 Projected Life, Notes and Allow Untagged.
|Product Listing||Provides, in CSV format, a listing of all products and includes Product Number, Product Name, Manufacturer, Model, Product Type, Other #1, Other #2, Other #3, Price, Quantity and Total Value fields.|
|Inventory Aging by
|Provides, in CSV format, a listing of Product Type, Site Name, Location Type, Quantity, and Age (which is calculated by the purchase date of the catalog item) for the entire district.|
|Inventory Quantity by
|Provides, in CSV format, a listing of Product Type, Location Type, Quantity for the entire district.|
|Inventory Value by
|Provides, in CSV format, the total value of existing inventory across the district. Includes Product Type, Site, Quantity and Total Value|
|Missing Inventory Value by
Provides, in CSV format, the total value of missing inventory from audit. Includes Product Type, Site, Missing Count and Total Missing Value.
Filters include Audit Start Date and Audit End Date.
|Site Inventory Aging by
|Provides, in CSV format, a listing of Product Type, Site, Location Type, Quantity, and Age (which is calculated by the purchase date of the catalog item) for the entire district.|
Selecting a product allows a user to view details for the respective product. The Details tab displays each product's information.
|Product Details Tab|
|Product Number||An auto-generated field; however, the district-level administrative user has the option to enter their own product number.|
|Product Name||Name of the product.|
|Manufacturer||Company which produces the product.|
|Model||Manufacturer's specific version of the product.|
|Product Type||Description of the different types or groups of products (such as laptop, calculator, printer, cell phone, etc.).|
A descriptive area to which a product is associated (such as science, special education, technology, etc.).
|SKU||Defined by a retailer's coding system to distinguish individual products within the respective retailer's point-of-sale system.|
|Notes||Displays any user-created notes.|
|Model End of Life||Displays the known end-of-life date for the product.|
|Projected Life||Number of years this product is predicted to be usable.|
|Other #1||Optional field used to track miscellaneous information regarding the product.|
|Other #2||Optional field used to track miscellaneous information regarding the product.|
|Other #3||Optional field used to track miscellaneous information regarding the product.|
|Suggested Price||Suggested replacement price for the product.|
|Serial Required||True or false setting used to require a serial number be recorded when a tag is issued for this product.|
|Allow Untagged||True or false setting used to allow this product to be tracked by qty instead of individual tag number. Most commonly used for products in a warehouse.|
|Total Inventory||Quantity of the product.|
|Total Available||Quantity of the product tagged and currently in the status of "Available" (versus the status of "In Use").|
|Total Value||Calculated by the Total Inventory count multiplied by the Suggested Price.|
|Image of Product||Picture associated with the product and displayed on numerous screens and various reports.|
Selecting a product allows a user to view details for the respective product. The Inventory tab displays the product's total inventory count, the total In Use, and the total Available. It displays the sites to which the product has been issued and the status of the item at the site level.
|Product Inventory Tab|
|Site ID||An alpha and/or numeric identification number as assigned by the student management system, imported into the Asset Management data, and/or as entered by the administrative level.|
|Site Name||Name of the site.|
|Site Type||General categories used to identify different kinds of sites (such as: Elementary Campus, Middle School Campus, Print Services, Administration, etc.).|
|Total Inventory||Quantity of the product as assigned to this site.|
|In Use||Quantity of the product tagged and currently in the status of "In Use."|
|Available||Quantity of the product tagged and currently in the status of "Available."|
|Site Level Information||
Clicking on the site will display the location type (Room, Staff, and/or Student) the item is issued to at the site level and the respective type's inventory total. The action icon for each location type will display the specific rooms, staff members, and/or students the item has been issued.
Location Type - includes Rooms, Staff, and Students.
Detail Inventory - A detailed view of inventory counts by specific location and status.
Selecting a product allows a user to view details for the respective product. The Accessories tab displays each accessory associated with this product. Accessories may be issued with a tagged item. The accessory, however, is not tagged.
|Product Accessories Tab|
|Assign Accessories||Assigns optional items which may be issued along with the product to which it is assigned.|
|Edit||Is located on each accessory's row and is the process by which an administrator may add/edit/alter the respective accessory's details.|
|Name||Name of the accessory.|
|Description||Description of the accessory as entered by the administrative level.|
|Price||Replacement price of the accessory.|
|Consumable||No or yes designation of the administrative level to establish what is not expected to be returned when the tag/item is collected.|
|Missing Charge||Enabling this setting will automatically assess a missing accessory charge to the student or staff when not returned during collection. The charge amount will be set to the price of the accessory.|
|Units||Number of units to be issued when the associated product is issued to room, staff member, or student.|
|Actions||Remove - a process that removes the accessory from the respective product.|