Adding/Editing Products in the Catalog

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"Products" are items administrators have entered (either imported during the implementation process or added manually) into Asset Management. The "Product Record" defines each class of asset down to manufacture and model. This creates an application-wide accessible Product Catalog.

  1.  Navigation:
  2. Admin View
  3. Catalog

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Steps: Adding a Product to the Catalog

VIDEO

Check out our related video -  Adding a Product to the Catalog (2:41) - as you review this topic.

Click on catalog.png Catalog, located in the top navigation bar.

Click on add.png Add Record.

addproduct.png

Enter the Product details. Red fields are required information.

  1. Product Number: This is an auto-generated number.
  2. Product Name: A unique name for your Product. A suggested naming standard would be "Manufacture + Model (Dell Latitude 3150)."
  3. Manufacturer: The manufacturer of this Product. Notice this is a drop-down list; the list is generated from the "Manufacturers" table.
    1. Click the edit.png Edit pencil to add a new Manufacturer
    2. Or see article Adding a Manufacturer to the Catalog.
  4. Product Type: Categorization of the different types or groups of Products in the Asset Management Catalog. Notice this is a drop-down list; the list is generated from the "Product Type" table.
    1. Click the edit.png Edit pencil to add a new Product Type
    2. Or see article Adding a Product Type to the Catalog.
  5. Area: A generic area to which a Product is associated (not available for all districts).
    1. Click the edit.png Edit pencil to add a new Area
    2. Or see article Adding an Area Catalog.
  6. SKU: Vendor or Manufacture SKU for this Product
  7. Model End-of-Life: Allows a district to record the date when a specific Product will no longer be supported by the Manufacturer with parts and/or service. Notice this is a drop-down list; the list is generated from the "Model End-of-Life" table.
    1. See article Adding Model End-of-Life Information to a Product in the Catalog.
  8. Projected Life: Number of years (whole number) this Product is expected to last in your environment before needing to be replaced.
  9. Other #1, Other #2, and Other #3: Used by district for any other data that is desired to be tracked for this Product. Example: Part # for a printer’s toner cartridge replacement.
  10. Suggested Price: An average amount that indicates value and/or replacement cost for this Product (budget forecasting).
  11. Serial Required: True/false indicator of whether the district will require the recording of a serial number for every asset fitting this Product definition.
  12. Allow Untagged: If a Product’s items are not going to be tagged and tracked by the tag’s unique identifier, select the "Allow Untagged" field to enable this feature. This allows the Product to be tracked by quantity on "Site-to-Site" transfers. Untagged assets cannot be issued to a student/staff member or placed in a room at a site.
  13. Notes: Any note that would help with the management or definition of this Product.
  14. Image: Pictures associated with a Product and are displayed in the Product Catalog. Valid image file extensions are .jpg, .jpeg, .gif, .png, and .bmp. Images are specific to the Product.
    1. Click the edit.png Edit pencil to add a new image
    2. Or see article Associating an Image to a Product in the Catalog.

Click on save.png Add.

Duplicate Existing Products

Duplicating an existing Product is a time-saving feature when adding similar Products to Asset Management. A duplicated Product must have a different "Product Name" and "Product Number" than the original Product.

  1. Click on catalog.png Catalog, located in the top navigation bar.
  2. Search for the respective Product to duplicate.
  3. Click on duplicate.png Duplicate, located in the respective Product's row.
  4. Rename/edit the Product Name to differentiate it from the original Product you chose to duplicate.
  5. Enter/edit the remaining Product details. Red fields are required information.
  6. Click on save.png Save.

Merging Products

Merging existing Products is a way to eliminate duplicate and incorrect entries within the Catalog.

  1. Click on catalog.png Catalog, located in the top navigation bar.
  2. Search for the respective Product to merge.
  3. Click on merge.png Merge, located in the respective Product's row. The "Merge Product" window opens.
  4. Enter a product number in the Merge into Product Number field. If you do not know the Product number, use the search.png Search feature.
  5. Click on down.png Next. The "Product Name" auto-populates.
  6. Click on nextpage.jpeg Manage Custom Fields.
  7. If the original Product has custom fields associated with it, decisions on how to incorporate them into the existing Product must be made.
    1. For Custom Fields, select the Select Matching Custom Field(s) that the new merged Product will contain.
    2. Select Remove Custom Field if the field is no longer needed.
  8. Click on nextpage.jpeg Final Confirmation.
  9. Click on go.png Go.
  10. Enter Merge in the Confirmation field.
  11. Click Confirm. The "Product Merge" window opens and displays the message, "Product Merge Complete!"
  12. Click OK. The screen returns to the "Catalog" grid.

To add new assets and record their tag and serial numbers, please see article: Receive Items for a Site in Admin View.