Items is a term used to describe any physical or non-physical product that is held in the system for sale; for example an Item can be a stand, ticket, or service charge. Items need to created for them to be added to contracts and invoices. The Items Items Main Page allows you to enter Items, define the specifications, set the price and link it to other Items in the system. There is a special items screen for setting up stands, see Setting up Stand Items
The page is divided into two sections. The top of the page holds a number of fields that describe how the item is referenced within the system. The bottom of the page is a number of tabbed pages, each relating to a different aspect of the item.
The fields you will find at the top of the window are:
The top left corner of the window is where you enter a code for the item you are creating or reviewing. The code is in two parts
Use this button to change the item code of an existing item to another code, for example stand number changes. Clicking on this button brings up a pop-up window, enter the new item code and click on the green tick button. The item code will be changed over providing the item code has not already in use. All orders etc. containing the item will be adjusted.
Clicking this button will open the communication window and automatically link the specified item to the communication. Once saved, this communication can be viewed using the Communication tab in the lower part of this window. If there is a communication linked with a specified item, the label on the Communications tab will be underlined.
This is where you enter a description of the item you are creating.
Clicking on the Expand button will reveal more fields that describe the Item and its properties.
The Item Group sets the criteria that allows you to group items into related categories. When you create an Item in the system, you will be asked to provide an Item grouping for it. Designating a Item's group you will automatically set a number of parameters that define the Item in the system. For more information see Item Groups. Enter or Search for, the code of the Item group.
The rest of the fields in the expanded box are determined by the parameters of the Item group selected and are automatically entered. To see or edit these, click on the Expand button. They can be changed for specific items as required. A description of the fields is listed below.
This is where you enter the description of the unit that is being used to describe the item. For example, you can describe an item's unit as Each or Dozen.
Enter the quantity this item represents if appropriate. If the item you are setting up is a ticket and the ticket covers two sessions then the item quantity should be set to 2.
This is where you enter a short name of up to 8 alphanumeric characters for the item you are creating.
Tick this box if the Item is to follow the size of the parent Item, for example, the Item Space would follow the size of the parent Item - Stand.
Check this box if the item is a one off item, i.e. there cannot be two of these Items.
Non Physical Item Tick Box
Tick this box if the Item is non-physical for example a service or call out charge and is not subject to running out of stock.
Tick this box if the item is to be automatically added to all contracts created for the Event.
Tick this box if the item can be split. For example, half a pencil or half a day, a pencil could not be split but a day could.
Tick this box if (by default) rep commission is not to be calculated onthe sale of this Item.
This field shows the code of the control job for the stock item.
Tick this box if the item will be one of the main items on the contract. Setting the item as Main prints the description and value of the Item on an Order Confirmation. For example, a stand would be a main Item but space would not be.
Tick this box if no discounts are to be allowed on the Item when it is entered onto a contract.
Day/Month Rate Tick boxes