Adding/Editing Products in the Catalog

This article explains how to add, duplicate, and merge products in the Asset Management catalog. Products define each asset class by details such as product name, manufacturer, model, product type, and tracking settings. Maintaining accurate product records helps districts organize the product catalog, support consistent asset entry, and improve inventory reporting.

In Asset Management, a product is an item administrators add to the catalog during implementation or through manual entry. Each product record defines a class of asset, including its manufacturer and model, and makes that definition available throughout the application.

Steps: Adding a Product to the Catalog

1. Navigation:
2. Admin View
3. Catalog

1. Click Catalog, located in the top navigation bar.
2. Click Add Record.
3. Enter the product details. Fields shown in red are required.
   
   1. Product Number: Autogenerated by the system.
   2. Product Name: Enter a unique product name. A recommended naming standard is Manufacturer + Model, such as "Dell Latitude 3150."
   3. Manufacturer: Select the manufacturer from the drop-down list. This list comes from the “Manufacturers” table.
      • Click the Edit pencil to add a new manufacturer.
      • Or see "Adding a Manufacturer to the Catalog."
   4. Product Type: Select the product category from the drop-down list. This list comes from the “Product Type” table.
      • Click the Edit pencil to add a new product type.
      • Or see "Adding a Product Type to the Catalog."
   5. Area: Select the area associated with the product, if your district uses this field.
      • Click the Edit pencil to add a new area.
      • Or see "Adding an Area Catalog."
   6. SKU: Enter the vendor or manufacturer SKU for this product.
   7. Model End-of-Life: Select the date or record that indicates when the manufacturer will no longer support this product with parts or service.
      • See "Adding Model End-of-Life Information to a Product in the Catalog."
   8. Projected Life: Enter the expected lifespan of the product in whole years.
   9. Other #1, Other #2, and Other #3: Use these district-defined fields to track additional product details. For example, you might record a printer toner part number.
   10. Suggested Price: Enter an estimated value or replacement cost for the product. This can support budgeting and forecasting.
   11. Serial Required: Choose whether every asset for this product must include a serial number.
   12. Allow Untagged: Select this option if items of this product will be tracked by quantity instead of by individual asset tags. Untagged items can be used in site-to-site transfers, but they cannot be issued to a student or staff member or assigned to a room.
   13. Notes: Enter any information that helps define or manage this product.
   14. Image: Add an image associated with the product. Supported file types are .jpg, .jpeg, .gif, .png, and .bmp.
       • Click the Edit pencil to add a new image.
       • Or see "Associating an Image to a Product in the Catalog."
4. Click Add.

Duplicate Existing Products

Duplicating an existing product can save time when you need to create a similar product record. The duplicated product must have a different “Product Name” and “Product Number” from the original.

1. Click Catalog, located in the top navigation bar.
2. Search for the product you want to duplicate.
3. Click Duplicate in that product’s row.
4. Update the Product Name so it is different from the original product.
5. Review and update the remaining product details as needed. Required fields must be completed.
6. Click Save.

Merging Products

Merging products helps eliminate duplicate or incorrect product records in the catalog.

1. Click Catalog, located in the top navigation bar.
2. Search for the product you want to merge.
3. Click Merge in that product’s row. The “Merge Product” window opens.
4. Enter the destination product number in the “Merge into Product Number” field. If you do not know the product number, use the Search option.
5. Click Next. The “Product Name” field auto-populates.
6. Click Manage Custom Fields.
7. If the original product includes custom fields, decide how those fields should be handled in the merged product.
   1. For custom fields you want to keep, select the corresponding Select Matching Custom Field(s).
   2. Select Remove Custom Field for fields you no longer need.
8. Click Final Confirmation.
9. Click Go.
10. Type Merge in the Confirmation field.
11. Click Confirm. The “Product Merge” window displays the message “Product Merge Complete!”
12. Click OK to return to the “Catalog” grid.