Products
A product in Acctivate represents anything your business buys or sells. This includes tangible products such as inventoried or non-inventoried products and non-tangible products such as shipping, labor, an other charges. Once you've setup a product in Acctivate you are able to buy, sell, view history and track information for the product.
Product List
The Product list can be found by clicking Products in the left menu of Acctivate. The Product list window is made up of four primary sections:
- Search Bar, Sort and Filters
- List of Product ID's
- Product Attributes
- Product Information
Tip
When viewing the list of products, this window is commonly referred to as the Product list. It's also acceptable to refer to this window as the Product window when viewing a single product. The Edit Product window, previously mentioned, is a separate window that is used for entering or editing product information. In order to eliminate any confusion, it's best to use the appropriate name when referencing either of these windows.
Search Bar and Sort
The upper left-hand corner of the Product list contains a Search bar which will filter down the Product list as you type. The following fields are searched:
- Product ID
- Description
- Primary Alternate Product ID
- Primary UPC
- Primary Class ID
- Keywords
- Status ("Discontinued" or "Inactive")
You can also sort the Product list by clicking the "Sort" text. The arrow next to the text will point up or down to indicate whether the list is sorting ascending or descending.
Filters
Above the search bar is a drop-down menu allowing you to select standard or custom filters. The Product list has two standard filters which are visible to all users:
- Active Only: Displays all the products which are active (including discontinued products).
- All Products: Displays all active and inactive products.
You can also create custom filters:
- Click the Filter button.
- In the Filter Editor window, click the + symbol to add filter expressions.
- Once you've added all the filter expressions, click one of the buttons:
- OK: This will apply your filters and close the Filter Editor. This filter will not be saved, but it will remain in place until you select another standard or custom filter. The filter menu will display "Custom Filter..." to indicate a custom filter is applied.
- Apply: This will apply your filters, but it keeps the Filter Editor open so you can further adjust the filters.
- Save As: This allows you to save this filter for use again in the future. When you choose this option, you must enter a Filter Name and you have the option to select the Available for all users checkbox. If left unchecked, this filter will only be available for the user who created it.
Edit, delete or share an existing filter
Once you've created a filter, you can edit, delete or make the filter shared with everyone.
- In the saved filter drop down list, select your filter.
- Click the Filter button to open the Filter Editor.
- Click the downward arrow next to the Save button to see a list of options:
- Save as New Filter...: Use this to copy this filter as a new filter. You can add additional filter expressions before or after this step.
- Share filter with everyone: This option is available if the filter is not already shared with everyone. If a filter is shared with everyone, the text Shared will appear next to the Save button.
- Rename Filter...: If this option is selected, you will be prompted to enter the new filter name.
- Delete Filter: This will delete the saved filter.
Note
Once a filter is shared with everyone, it cannot be un-shared. However, you can copy the shared filter as a new filter that is not shared, then delete the original shared filter.
List of Products
There are three key pieces of information on display in the list of Products.
- Product ID
- Product description
- Product list price
If the list price is based on a warehouse cost field, the list price displayed will be based on the cost of the first warehouse (alphanumerically) the product is stocked in.
Product
The Product tab shows primary product information grouped into different cards for easy viewing of product information.
Timeline
The Timeline tab gives a list of all activity for the product, sequenced by date. You can use the Type list and Look for search box to filter the list of activity.
Inventory
The Inventory tab displays the quantities, unit costs, and locations per warehouse.
Transactions
The Transactions tab displays the Sales, Purchasing, and Inventory transactions.
- Open: The Open button shows open sales orders, purchase orders, and certain Draft inventory transaction types (Adjustments, Assembly and components transactions, Issues, Receipts, and Transfers).
- Sales: The Sales button shows all sales activity.
- Purchasing: The Purchasing button shows all purchase activity.
- Inventory: The Inventory button shows posted inventory transactions of all types.
System administrators can use the Columns button to choose which columns are visible to Acctivate users.
Prices
The Prices tab will display price codes assigned to this product.
Use the Not expired filter to show prices that are currently in effect or have a valid date range in the future. Use the All filter to see the expired and not expired price codes.
When creating custom filters, the "Raw Price" refers to the value in the price calculation. For example, in the price calculation of "List - 20% / Ea", the Raw Price would be 20.
The list price and price codes assigned to the product will be displayed. Depending on the price type, the prices will display in either an All warehouses grid or a warehouse specific grid.
All warehouses
This grid will show prices that are not dependent one warehouse specific costs. This includes the following price types:
- List price
- List price - percent
- List price - amount
- Flat price
Warehouse... This grid will show prices that are based on warehouse costs. This includes the following price types:
- Management Cost + Percent
- Management Cost + Amount
- Last Cost + Percent
- Last Cost + Amount
- Average Cost + Percent
- Average Cost + Amount
Price codes which are inherited from a Price Category will appear with an asterisk next to them.
Insights
The Insights tab gives you an overview of a product's performance. use the Warehouse filters to only look at activity for a warehouse. Use the date slider to determine how much activity to include.
The insights tab will give the Top 5 Customers who've purchased this product (based on quantity ordered). You can also see how often certain price codes are used so that you can better understand if this product is sold when certain price conditions are met.
The Analysis section will recommend a minimum stocking level based on how quickly this product sells (average daily demand) and what the preferred vendor's lead time is. For example, if you are selling one a day and your vendor's lead time is 7 days, the suggested minimum stock quantity will be calculated as 7. You must define a preferred vendor and lead time to get this suggestion. This is only a suggestion, and you would need to update the min stock quantity per warehouse. The average daily demand is calculated as the invoiced quantity from the 1st of the earliest month in the evaluation period and up to the current date. E.g., if the current date is April 15th and you choose the analysis period of "Over last 1 months", the average daily demand is calculated for the period of March 1st through April 15th.
The following values calculated from the current date to the same date of the first month to include. E.g., if the current date is April 15th and you choose the analysis period of "Over last 2 months", the average daily demand is calculated for the period of February 15th through April 15th.
The Average Sales Qty per month and (vendor) PO Qty per month is calculated based on the period being analyzed. These are based on the sales order and purchase order's ordered quantity.
Likewise, a Turnover Rate is calculated for the period analyzed. The turnover rate is a numeric value indicating how frequently inventory is moving. The calculation for turnover rate is: Cost of Goods Sold / Mean Inventory Valuation. You can take this value and perform further analysis using it. By dividing the number of days in the period by your Turnover Rate, you will know how many days before you completely 'turnover' your inventory.
For example, if your turnover rate is 9 for a 12 month period, then you would divide 365 (the number of days in a 12 month period) by 9 (your turnover rate). The result is 40.56, therefore you sell through your entire stock of this product every 40.5 days, or roughly month and a half.
The Customer Service Level is defined as the percentage of shipments that are on time (on or before the requested or promised ship date).
The Vendor Service Level is defined as the percentage of shipments (receipts) that are on time (on or before the requested or promised date).
Tip
On the insights tab, you can hover your mouse over some of these metrics to see an explanation of the data being presented.
Substitutions
The Substitutions tab shows substitutions for the product, if they exist.
A bold substitution represents the preferred substitution for the product.
Add a Substitute
To add a new substitution for a product:
- Select Substitution from the Create... at the top of the Product window.
- Type in or lookup the product which is to be the substitute.
- Fill out any other fields, then use Save & Close or select Save & New from the sub-menu.
Edit or Delete a Substitute
To edit or delete a substitution:
- Mouse over a row in the Substitutes grid. In the far left column you will see a pencil icon, click it to open the window.
- Make any necessary changes and click Save & Close (or Save & New), or you can delete the substitute by clicking the Delete button in the lower left hand corner.
Optionally, one product can be marked as the preferred substitute. You can also enter in dates for when this substitute is valid, a reference, and a note.
Vendors
The Vendors tab shows the vendor information associated with this product.
Lot/Serial
If the product is lot or serial numbered, you will see a list of the lot or serial numbers here. You can filter by warehouse or any other lot/serial attribute and you can also include inactive lot/serial numbers.
If location tracking is enabled, use the By Location view to see lot/serial numbers stocked in each location.
BOM
The BOM, or Bill of Materials, tab shows the components for the Assembly or Kit product, where this product is used as a component in an Assembly or Kit product, or both.
You can use the Look for search box to quickly locate a a product. You can also choose which columns are visible in the Components section.
The "Ext Avg Cost" column shows the extended average cost of the components which is then used to generate an estimated cost of the finished product which can be helpful in determining pricing. The cost that is actually calculated per transaction may vary depending on different factors such as the components cost method, date, and lot/serial numbers selected.
A graphical representation of the Bill of Materials is displayed below the Components grid.
Sidebar
The right sidebar of the Product window includes the product's recent activity (last three orders, POs, and invoices), and created/updated info.
Creating a New Product
There are three ways to begin creating a new product in Acctivate:
- Start in the Products List found in the left menu.
- In the left menu of Acctivate, click on Products to open the Product list.
- In the bottom left of the Product list, click + New Product.
- The Edit Product window will open in edit mode allowing you to begin entering data.
- Start in the Edit Product window.
- Using the top menu, navigate to Inventory → Edit Product.
- The Edit Product window will appear, click New in the upper left hand corner.
- You will be able to enter product data.
- Import in products from a text or data file.
Editing a Product
There are three ways to begin editing an existing product in Acctivate:
- Start in the Products List found in the left menu.
- In the left menu of Acctivate, click on Products to open the Product list.
- Search for the product you want to edit.
- Click the Edit button.
- The Edit Product window will open in edit mode allowing you to edit data.
- Start in the Edit Product window.
- Using the top menu, navigate to Inventory → Edit Product.
- The Edit Product window will appear, type in the Product ID or use the magnifying glass lookup to find and select your product.
- Click Edit.
- You will be able to edit the product data.
- Import in product updates from a text or data file.
Product Data Fields
The Edit Product window has required fields which appear as a different color. The available fields and their definitions are below.
Note
Certain fields that affect how the product's cost is calculated or how the product is tracked cannot be changed once the product has been used on sales, purchasing or inventory transactions.
Primary Product Attributes
A product has several attributes that determine how the product is used, tracked and classified. The top half of the Edit Product window contains these fields.
Field | Field Type/ Length | Definition |
---|---|---|
Product ID | Text / 42 Characters | Required. This is the unique name for a product. |
UPC | Text / 159 Characters | This is the primary UPC associated with this product. |
Description | Text / 4095 Characters | The full description of the product. |
Item Type | List | Required.
|
Product Type | List | Required. Product Types are defined in the Inventory section of the Configuration Manager. |
Product Class | List | Required. Product Classes are defined in the Inventory section of the Configuration Manager. |
Sales Category | List | Sales Categories are defined in the Inventory section of the Configuration Manager. |
Bill of Materials | List |
|
Color | Text / 25 Characters | A searchable text field for recording product color. |
Size | Text / 25 Characters | A searchable text field for recording product size. |
Active | Checkbox | If checked, the product is active and will appear in product lookup results. If unchecked, the product will be made inactive. |
Discontinued | Checkbox | If checked, the product remains Active, but you'll receive a popup notification when adding the Product to a Sales or Purchase Order. Used when you have quantity on hand, but product will not be purchased or sold after the remaining quantity is depleted. |
Available On Web | Checkbox | If checked, the product's inventory quantities will be synchronized to any web store that has the Export inventory web store template option enabled. Product information will also be exported to a flat file when using the File → Export Product list function. |
Alt Product ID | Text / 159 Characters | This is the primary Alternate Product ID associated with this product. |
Alt Description | Text / 4095 Characters | An alternate description of the product. |
Keywords | Text / 80 Characters | A searchable text field for recording keywords related to the product. |
Tax Code | List | Displays the full list of active tax codes. |
Not for Resale | Checkbox | If the product has a taxable tax code and this option is enabled, tax will be charged even if the customer is non-taxable. Since the product is not for resale, the non-taxable customer is the 'end-user' and therefore tax will be charged. This option cannot be enabled if the product has a non-taxable tax code. |
Stocking Unit | List | Required. The unit in which the inventory is stocked. The products on hand quantities and unit costs are in this unit. |
Sales Unit | List | This is the default unit used for non-posting sales transactions (Quotes, Sales Orders, Service Orders, Credit Memos). See Unit of Measure configuration. |
Purchasing Unit | List | This is the default unit used for non-posting purchasing transactions (Purchase Orders) See Unit of Measure configuration. Units that have a weight or length relationship with the stocking unit are used for sales pricing and therefore not available as a purchasing default. |
Packaging Unit | List | This is the unit used by the Packaging Manager when using the Package Shipment function. See Unit of Measure configuration. |
View Alternates | Button / Grid | The sales, purchasing, and packaging units are the default units to be used, however if you've setup units in the Configuration Manager that use a "Product Specific" relationship to your stocking unit then you can define those additional unit relationships in this section. |
Inventory
The Inventory tab exists for all products, regardless of their Item Type. However, the inventory tab may not show all the field below depending on the product's Item Type. With the exception of the Control Type, Cost Method and Count Cycle, the other fields can be defined for each warehouse associated with the Product.
Field | Field Type/ Length | Definition |
---|---|---|
Control Type | List | Required for Inventoried Items. See Product Control Type for options and definitions. |
Cost Method | List | Required. See Cost Method for options and definitions. |
Location field | Text / 80 Characters | The Location text field can be used to store the warehouse location. If Multiple Location Control module is enabled this field will not display, instead use the Locations tab to manage the multiple locations for this product. |
Count Cycle | Text / 5 Characters | The Count Cycle field allows you to enter an arbitrary value that can be filtered on when preparing Inventory Counts. |
Inventory grid
The inventory grid displays the warehouses the product is stocked in as well as the inventory quantities related information. The fields displayed will depend on the products Item Type and Cost Method. This grid is read only and cannot be edited.
Field | Definition |
---|---|
Warehouse | The warehouse that product is stocked in. |
Available | The available quantity, calculated as:
|
On Hand | The On Hand quantity is the physical quantities you have. This quantity reflects the all invoiced and posted quantities. |
On PO | The outstanding quantity on purchase orders in an Issued PO status. |
WIP | If the product is a component of an assembly, the WIP quantity represents the component quantity that is on an unposted assembly session. |
Assy | If the product is an assembly product, the Assy quantity represents the assembly quantity that is is on an unposted assembly session. |
Sched | The Sched quantity on scheduled sales orders. |
B/O | The B/O quantity on open sales orders. |
Special | The quantity ordered on a special order line type on a sales order. |
Transfer | The quantity on unposted inventory transfer sessions. This column only appears if the product is stocked in more than one warehouse. |
Avg Cost | The avg cost of the product. Calculated as total valued divided by the on hand quantity. This will display for all inventoried products regardless of their cost method, except for "Standard" cost method. |
Value | The total value of inventory on hand. |
Warehouse Management tab
The Warehouse Locations tab can be found on the right side of the Inventory tab. The options here can be defined per warehouse this product is stocked in.
Field | Field Type/ Length | Definition |
---|---|---|
Mgmt Cost | Numeric | The Management Cost is defined per warehouse can be used in sales pricing formulas and as a default purchase order price. Otherwise, it is not used in any inventory calculations. Kit products will have a Management Cost that is the sum of the kit component's Management Cost. For non-kit products, the Management Cost is user defined. |
Last Cost | Numeric | The Last Cost shows the cost of the last transaction that added inventory. This includes:
Used as a reference and can be used in sales pricing formulas. |
Reserved | Numeric | The Reserved quantity is a user defined quantity that is removed from the Available quantity. Typically used to reserve a quantity of the product for internal use. |
Min Ord Qty | Numeric | The Minimum Order Quantity is a user defined quantity that is used in the Suggested Restock Quantity formula. The formula will return a restock quantity that is at least equal to or greater than the Minimum Order Quantity. |
Min Stk Qty | Numeric | The Minimum Stock Quantity is used in the Suggested Restock Quantity formula. Also known as the Restock Point. |
Max Stk Qty | Numeric | The Maximum Stock Quantity is used in the Suggested Restock Quantity formula. It must be equal to or greater than the Min Stk Qty. Also known as the Stocking Level. |
Warehouse Note | Text | Text field for storing a warehouse specific note |
Warehouse Locations tab
The Warehouse Locations tab can be found on the right side of the Inventory tab if Locations are enabled. The location options can be defined for each warehouse this product is stocked in.
Field | Field Type/ Length | Definition |
---|---|---|
Primary Location | List | A Primary stocking location can be defined for this product. This will be the location that defaults on inventory transactions and non-posting sales transactions (unless using Picklists). |
Primary Stock Level | Numeric | If the location's On hand quantity is below the Primary Stock Level, this product will appear in the Primary Location Restocking Report (Reports → Inventory management → Warehouse). |
Prices
The Prices tab of the Edit Product window allows users to define a List Price. The list price is the price used when a customer is not eligible for any other pricing rules. The Price Code definitions for a product can be defined here as well. For more information on configuring standard unit pricing, standard length/weight pricing, and variable length/weight pricing (including catch weight pricing), review the Pricing Configuration documentation.
Field | Field Type/ Length | Definition |
---|---|---|
List Price | Numeric | The price or percentage to be used to calculate the List Price. Depends on the price Type selected. |
Unit | List | The List Price's unit. Displays all "Standard" relationship units and "Product Specific" relationship units that have been configured for this product. |
Type | List | The Price Type is the type of calculation used for the List Price:
|
Price Category | List/Text / 25 Characters | A Price Category is an arbitrary pricing categorization that allows you to apply pricing rules to all products that are a part of the same Price Category. You can select an existing price category or type in a new Price Category. To manage pricing for a Price Category, use the Price Code Maintenance window. |
Code | List | The Price Code field displays the distinct list of Price Codes setup in the Sales section of the Configuration Manager. |
Currency | List | If multi-currency is enabled in QuickBooks, Acctivate will display the currency codes available. |
Price or % | Numeric | The Price or Percentage to be used to calculate the Price Code's price. Depends on the Price Type selected. |
Unit | List | The Price Code's unit. Displays all Standard relationship units and Product Specific relationship units that have been configured for this product. If you tab through this field, the price unit will default to the Sales Unit. |
Type | List | The Price Type is the type of calculation used for the Price Code's price:
|
Low Qty | Numeric | Customers who are eligible for this price code will automatically receive this price if the ordered quantity meets or exceeds the Low Qty (based on the Price Unit). |
Hi Qty | Numeric | Customers who are eligible for this price code will automatically receive this price if the ordered quantity is greater than the Low Qty and does not exceed this High Qty. If the High Qty is blank then it's interpreted as no max quantity. |
Effective | Date | The Effective date is the earliest date in which this price code will be eligible for use. Based on the order date. |
Expiration | Date | The Expiration date is the latest date in which this price code will be eligible for use. Based on the order date. |
Note | Text | An internal note explaining the price code. |
Substitutions
Tip
You can add and edit Product Substitutions from the Substitutes tab of the Product list.
A product can have defined substitution options which allow a user to quickly view and select a substitute from the Enter Sales Order window.
Field | Field Type/ Length | Definition |
---|---|---|
Pref | Checkbox | When checked, the substitution is the preferred substitution for this product. Only one substitution can be defined as the Preferred substitute. |
Substitution ID | Lookup Field | Required. You can select an existing product as a substitution for this product. |
Effective | Date | This is the earliest date in which the substitution is available. |
Expires | Date | This is the date the substitution is no longer valid or selectable. |
Reference | Text / 30 Characters | A short reference text. |
Note | Text | A lengthy text field for recording notes regarding the substitution. |
Vendors
The Vendor's tab of the Edit Product window allows you to manage the vendors associated with this product. You can manually add vendors, otherwise Acctivate will automatically add vendors based on Purchase Orders you create for this product.
Field | Field Type/ Length | Definition |
---|---|---|
Pref | Checkbox | When checked, the vendor is the preferred vendor for this product. Only one vendor can be defined as the preferred vendor. |
Vendor | Lookup Field | Required. You can lookup and select from a list of vendors. Vendors are added in QuickBooks. |
Vendor Product ID | Text / 25 Characters | The Vendor Product ID is product identifier used by the vendor. If filled in, the purchase order in Acctivate will display the Acctivate Product ID and the Vendor Product ID. |
Lead Time | Numeric | The Lead Time is the vendors lead time in days. E.g., "14" represents a 14 day lead time. |
Price | Numeric | The purchase price for this product. If defined, Acctivate will use this price for the purchase order price. |
Unit | List | The unit for the purchase price. |
Last PO | Date | The date of the last issued purchase order. Not editable. |
PO Qty | Numeric | The quantity ordered on the last issued purchase order. Not editable. |
PO Price | Numeric | The price used on the last issued purchase order (not the last receipt price or invoice price). If no vendor price is defined, Acctivate will use this price for new PO's. Not editable. |
Unit (Price) | Text | The price unit used for the price used on the last issued Purchase Order. Not editable. |
Last Rec'd | Date | The date of the last inventory receipt for this vendor. Not editable. |
Rec'd Qty | Numeric | The quantity received on the last inventory receipt for this Vendor. Not editable. |
Unit (Received) | Text | The unit used for the last inventory receipt for this vendor. Not editable. |
Address | Text | The vendor's address. Not editable. |
Note | Text | A note specific to the vendor. When this product is added to a purchase order for this vendor, this note will appear in a pop-up window. |
History
Tip
Check out the Open, Sales, and Purchasing buttons in the Transactions tab of the Product list which provides more information, the ability to hide/show certain columns, and includes advanced filtering options.
The History tab of the Edit Product window shows the non-posting transactions where the product has been used. This includes the sales, purchase, and assembly history. The data on this tab is not editable, however you can "drill-down" by double clicking a sales or purchasing row. Additionally, there are filters for the Warehouse, Type of transaction, and a Look for search box that searches the entire history grid.
Field | Definition |
---|---|
Checkbox | If checked, this means the non-posting transaction is not open, e.g. it is completed or canceled. |
Number | The non-posting transaction number as it corresponds to the Type. E.g. the sales order number or purchase order number. |
Type | The non-posting transaction type, e.g. Sales Order, Sales Quote, Credit Memo, etc. |
Branch | The Branch of the non-posting sales transaction (this will be blank if the type is not a non-posting sales transaction. |
Date | Date of the non-posting transaction. |
Status | The current status of the non-posting transaction. |
Requested | The requested ship date of the non-posting transaction. |
Promised | The promised ship date of the non-posting transaction. |
W/H | The warehouse for the non-posting transaction. |
Ordered | The quantity ordered on the non-posting sales or purchasing transaction. |
Unit | The ordered quantity unit used on the non-posting sales or purchasing transaction. |
Stk Qty | The quantity in stocking unit. |
Stk Unit | The stocking unit. |
Shipped | The qty shipped in stocking units for a non-posting sales transaction and the qty received in stocking units for a non-posting purchase. |
Scheduled | The qty scheduled on a non-posting sales transaction in stocking units. |
Backordered | The qty backordered on a non-posting sales transactions other than Quotes and Booked orders. |
Outstanding | The qty remaining on a non-posting sales or Issued purchase orders in stocking units. |
Location | The warehouse location selected for the sales order. |
Name | The customer or vendor name for non-posting sales and purchase transactions. |
By | The user who entered the non-posting transaction. |
Price | The sales or purchase price. |
Unit | The sales or purchase price unit. |
Reference | The Reference field data from the non-posting transaction. |
Reference 2 | The Reference 2 field data from the non-posting transaction. |
Note | The sales note or purchase note from the Popups tab. |
Transactions
Tip
Check out the Transactions button in the Transactions tab of the Product list which provides more information, the ability to hide/show certain columns, and includes advanced filtering options.
The Transaction tab of the Edit Product window shows all the transactions that add or remove quantity and affect cost. Only posted inventory transactions will appear in this list. Additionally, there are filters for the Warehouse, Type of transaction, inventory Location and a Look for search box that searches the entire transaction grid.
Field | Definition |
---|---|
Date | Date of the inventory transaction. |
Session | The session number of the inventory transaction. |
Type | The transaction type, e.g., Sale, Receipt, Adjustment, etc. |
Quantity | The quantity added or removed as a result of this transaction. |
Unit | The unit of the transaction. Always the stocking unit. |
Invoice | Invoices remove quantity (the Type is Sale) and don't have a session number. Instead, you can search for the Invoice Number. |
Order | The order number relating to the invoice. |
PO Number | The purchase order number related to the inventory receipt. |
Unit Cost | The unit cost calculated for the inventory transaction. |
Amount | The total inventory value added or removed as a result of the inventory transaction. |
Location | The inventory location in which the inventory was added or removed from. |
Note | An editable note for the transaction. To add a note, click Edit at the top of the Edit Product window and begin typing in the note field. |
Reference | The Reference text field from the inventory transaction. |
Document | The Document text field from the inventory transaction. |
Vendor | The vendor related to the inventory receipt transaction. |
Description | The Description field from the inventory transaction. |
Popups
A product can be configured to popup a message when the product is added to a Sales Order or Purchase Order.
Field | Definition |
---|---|
Sales Order Note | The text entered into this field will "pop up" in a separate window when this product is added onto a sales order and the "Popup" checkbox below it is checked. |
Purchase Order Note | The text entered into this field will "pop up" in a separate window when this product is added onto a purchase order and the "Popup" checkbox below it is checked. |
Lot/Serial
The Lots or Serial #s displays a list of lot/serials for the product. Use the Edit button to open the Lot Number Information or Serial Number Information window.
When the view option is set to "Lot/Serial #" number, a row will exist for each lot/serial number in this warehouse. Use the "Include inactive..." checkbox to show lots which have zero on hand.
When the view option is set to "Location" number, a row will exist for each location that has lot/serial number(s) stocked in it, in this warehouse. Use the "Include empty locations" checkbox to show locations which have zero locations in them.
Wh Used, Components, Comp/Wh Used
Products that have a Bill of Materials will have a Components tab that allows a user to add the components that make up the product. Products that are used in another product's Bill of Materials will have a Wh Used (Where Used) tab that lists which products are using this product as part of its bill of materials. If the product has its own components and is also used as a component of another product, the tab will read Comp/Wh Used. Use theView drop down menu on this tab to see the list of components, where this product is used as a component, and a Usage Graph.
Field | Definition |
---|---|
# | The numeric sequence of the components. You can re-number the components to put them in the sequence you'd prefer. |
Product ID | The Product ID of the component. |
Warehouse | The warehouse the assembly component should be removed from. Kit components come from the warehouse assigned to the kit on the sales order. |
Description | The component product's description. |
Color | The color of the component product. |
Size | The size of the component product. |
Quantity | The quantity of this component that is required to make one stocking unit of the assembly or kit product. |
Unit | The stocking quantity of the component product. |
Variable | If the Bill of Materials is set to Assembly (Custom), Assembly (Process), or Kit (Custom), the components can be marked as Variable which allows them to be removed or have their quantities changed per transaction. |
Available | The available quantity of the component product. |
On Hand | The on hand quantity of the component product. |
Last Cost | The last cost of the component product. |
Mgmt Cost | The management cost of the component product. |
Avg Cost | The average Cost of the component product. |
Note | A user defined note specific to the component. |
Specs
The Spec tabs of the Edit Product window is used to records product specifications. In addition to product metrics, a product image can be added using the + sign.
Field | Field Type/ Length | Definition |
---|---|---|
External Document | Text | This field can be used to store a URL, local file path or network file path. Once populated you can use the globe icon to the right to navigate to that location. |
Landed Cost factor | Numeric | The Landed Cost Factor is used when calculating the Landed Cost per item. A Landed Cost Factor of 1 is the default and means that the metric by which the landed cost will be allocated (i.e., Quantity, Value, Weight, Volume) will first be multiplied by 1, then the result will be used to determine the Landed Cost allocation. For example, let's assume you are allocating a $100 Landed Cost to an Inventory Receipt which includes two products. 10 Ea were received for each product. The first product has a Landed Cost Factor of 1 (the default) and the second product has a Landed Cost Factor of 2. If the $100 Landed Cost was allocated by Quantity, the allocation quantity for distributing Landed Cost would be calculated as:
The Landed Cost factor results in the $100 being allocated as if the total quantity was 30 (no quantity change is actually made however), with more cost being allocated towards Product 2. This results in a distribution of $33.33 for Product 1 and $66.67 for Product 2. |
Technical Specifications | Text | A text field for recording the product's specifications. |
{Stocking Unit} Metrics tab | ||
Weight | numeric | The weight for a single stocking unit in either Lbs or Kgs (based on Dimension Metrics in the Inventory Options section of the Configuration Manager). |
Variable (weight) | Checkbox | If checked, the weight field on a sales order can be manually changed. |
Length | numeric | The length for a single stocking unit of the product. |
Variable (length) | Checkbox | If checked, the length field on a sales order can be manually changed. |
Height | numeric | The height for a single stocking unit of the product. |
Variable (height) | Checkbox | When checked it indicates the height is variable. |
Width | numeric | The width for a single stocking unit of the product. |
Variable (width) | Checkbox | When checked it indicates the width is variable. |
Volume | numeric | The volume for a single stocking unit of the product. |
Variable (volume) | Checkbox | When checked it indicates the volume is variable. |
Inner Pack Qty | numeric | The quantity of stocking units that occupy the inner packaging when shipping. |
Outer Pack Qty | numeric | The quantity of inner packaging that occupy the outermost packaging when shipping. |
{Packaging Unit} Metrics tab (visible if the Packaging unit is different then the Stocking unit. | ||
Weight | numeric | The weight for a single packaging unit in either Lbs or Kgs (based on Dimension Metrics in the Inventory Options section of the Configuration Manager). |
Variable (weight) | Checkbox | If checked, the weight field on a sales order can be manually changed. |
Length | numeric | The length for a single packaging unit of the product. |
Variable (length) | Checkbox | If checked, the length field on a sales order can be manually changed. |
Height | numeric | The height for a single packaging unit of the product. |
Variable (height) | Checkbox | When checked it indicates the height is variable. |
Width | numeric | The width for a single packaging unit of the product. |
Variable (width) | Checkbox | When checked it indicates the width is variable. |
Volume | numeric | The volume for a single packaging unit of the product. |
Variable (volume) | Checkbox | When checked it indicates the volume is variable. |
Inner Pack Qty | numeric | The quantity of packaging units that occupy the inner packaging when shipping. |
Outer Pack Qty | numeric | The quantity of inner packaging that occupy the outermost packaging when shipping. |
Notes
The Notes tab allows saving product specific notes. These notes can be used to document something or a note can be assigned to a user for follow-up. You can also add a note to a product by opening the Product list in the left menu, locating the product and clicking +Create...→ Note.
Activities
The Activities tab of the Edit Product window displays all the Business Activities which have this product as a "Related Item". Use the "Look for" search box to search the list of related Business Activities. This data is read only and can not be edited from this window. To edit the Business Activity, double click the Activity ID to open the Business Activity.
Field | Field Type/ Length | Definition |
---|---|---|
Activity ID | Text / 40 Characters | The Business Activity ID which has this product as a related item. |
Priority | List | The Priority of the Business Activity. |
Opened | Date | The date the Business Activity was created. |
Status | List | The current Status of the Business Activity. A completed Business Activity will have an "X" in the far left column. |
Description | Text / 255 Characters | The description of the Business Activity, used to summarize the Activity. |
Type | List | The Type of the Business Activity. |
Code | List | The current Code for the Business Activity. |
Due | Date | The due date of the Business Activity. |
Promised | Date | The date the Business Activity is promised to be completed. |
Closed | Date | The date the Business Activity was set to a completed Status. |
Assigned To | List | The Acctivate user that the Business Activity is assigned to. |
Contact | Text / 120 Characters | The contact name from the Contact section of the Activity. |
Phone | Text / 50 Characters | The Contact Phone from the Contact section of the Activity. |
Alt IDs
A product can have multiple Alternate Product ID's associated with it, which function as an alias for the product. When typing or scanning an Alternate Product ID, Acctivate will recognize it and convert it to the related Product ID. Likewise, importing Sales Orders with an Alternate Product ID will result in the order being created with the related Product ID.
Field | Field Type/ Length | Definition |
---|---|---|
ID | Text / 159 Characters | Required. This is the alternate ID. It can be an alternate name for the product or a UPC number. |
Description | Text / 4095 Characters | A description for the alternate ID. This is only a descriptor or reference relating to the alternate ID and not used anywhere else. |
Type | List | An Alternate Product ID must have its typed identified.
|
Primary | Checkbox | One Alternate Product ID can be defined as the Primary Alternate Product ID and one UPC can be defined as the Primary UPC. All Alternate Product ID's and UPC's are evaluated equally, designating a primary only aids in visibility as they are displayed at the top of the Edit Product window. |
Print Product Labels
Product labels can be printed from either the Edit Product window's toolbar or from the Print Product Labels window.
- From the Inventory menu, choose Print Product Labels.
- Lookup the Product ID.
- Enter the Quantity to be printed.
- Select the Label to be used. (Reports configured with the "Product Label" Document Type are available for selection).
- Optionally, select the Preview checkbox before clicking Print.
Product Export
Your product list can be exported to a .csv file using the Export Product list function:
- First, select the Product fields to be included in the export.
- From the menu bar of Acctivate, select File → Export Product list to open the Export Product list window.
- The Export Destination field will default if configured, otherwise use the lookup to enter a name and select a location for export.
- The Only export "Available on Web" products option will default based on the default configuration setting. When checked, only products configured as Available on Web will be exported. When unchecked, all products will be exported.
- Click Export.
Tip
You can also export some grids, export Reports, query data in Excel.