Catalog Overview

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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. Site level admins and users can view the details of products that reside at their assigned site(s).

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Catalog Functionality

The Catalog grid allows an administrator to add a new product, view existing products, inventory details, sites where product resides, and respective accessories.

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Functions  
AddRecord.gif 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.gif Edit Located on each product's row, this is the process by which a user may add/edit the respective product's details.
Catalog_DupProduct.gif 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.
Catalog_MergeProduct.gif 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.

Catalog Reports

The Catalog grid provides the following reports to be viewed/printed. Results are dependent on how the Catalog grid is filtered.

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Reports Dropdown  
Product Catalog A complete listing, in PDF format, of products within Asset Management and has detailed information regarding each product (including product number barcodes).
Product Listing Provides, in CSV format, a listing of all products and the details of those items.
Inventory Value by Product Type Provides, in CSV format, the total value of existing inventory across the district.
Missing Inventory Value by Product Type Provides, in CSV format, the total value of missing inventory across the district.
Inventory Aging by Product Type 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.
Site Inventory Again by Product 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 respective site.

Product Details

Selecting a product allows a user to view details for the respective product. The Details tab displays each product's information.

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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.).
Area

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.

Product Inventory

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.

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Note: 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.
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

Location Type - includes Rooms, Staff, and Students.

Detail Inventory - A detailed view of inventory counts by specific location and status. 

Product Accessories

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.

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Accessories Tab  
AccessoryAssign.gif Assign Accessories Assigns optional items which may be issued along with the product to which it is assigned.
Edit.gif 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 Actions.gif Remove - a process that removes the accessory from the respective product.