You can get to this part of the system by opening any product or creating a new one, and the Details tab will be the first tab to open. The fastest way to make a new product is by clicking on the Products link in the blue Admin Toolbar and then clicking New Product. You can quickly open any product by going to Products > Products and using the Search to find what you want, then click the item's Title.
When creating a new product or opening an existing one, you will see the following data fields in the upper portion of the product Details Tab. Please note that in this summary article, we will not be listing descriptions for fields that are intuitive and easily understood just by their names. We will only cover those fields that need special explanation. For full details of every field on this tab, please click here.
- Product Title (required) - Just putting in the name of the product is essential, but if you have other information, it can help with the search results. For example, if you are putting in a Lifestyle Exponent tent, that is all you absolutely have to have for a title, but including the manufacturer and the style of the tent will be better for your search results, so a title such as Coleman Lifestyle Exponent 2-Person Tent will increase the page views you get.
- Sold in Increments - If you're selling something that is typically sold in pairs or six-packs, for example, you can use this function to specify how many are typically sold together.
- Unit Type (not shown) - If you sell products by the yard or meter, you will have the option of choosing the Unit Type. Choose Each or one of the descriptive words below if it's sold on a per-item basis. For products that are cut into variable lengths, choose either Per Yard or Per Meter, depending on the unit type used in your country. Here are your options on unit type:
- Available - This is where you can set the areas of the system for which the product will be active. You can set it to Website only, Point of Sale only, or the default value, Both website and point of sale.
- Unlimited Web Inventory - Turning this On makes sense if you produce the product yourself, if you can special order with a sufficiently short turnaround time, or if you are selling a Digital Download product.
- Track Serial Numbers - If the product has serial numbers that you wish to track for inventory purposes, you can enable this option. Doing so will change your Inventory and Costs section (see below) so that it works with serial numbers instead of quantities.
- Department - If you have set up Departments (or if we have migrated them over for you from your old system) you can add the product to whatever Department would apply. A product can be in only one Department (Click here for instructions on setting up your Departments).
- Category - If you have Categories already set up in the system (or if we have migrated them over for you) you can add your product to as many as you would like. When you click the Edit button, you will see a list of all of your Categories and Subcategories. Click on as many as you want and the product will be listed in all of them. To de-select a Category, click on it again. When you are done selecting your Categories, click Close, and you will see a list of all selected categories.
- Manage Vendors - Click the Select Vendors button to bring up the Preferred Vendors panel. You can select all Vendors from whom you might order the product. Once you've built your list, you can click on one of them to make it the Primary Vendor for the product. That Vendor will be the default the system uses whenever you work with our Ordering system, but you can always change to another Vendor for any Purchase Order or Receiving Order you do, if you need. Click Done when you are finished.
Styles and Pricing
Down below the upper area for the Details tab, you will see a large gray box with data fields for Styles and Pricing. This area is visible from all tabs. There are several ways to set up your products. With most products, you will not need to create Options for things like colors or sizes, so in this area, you will see only one column of information. If you wish, you can set up multiple Options for the product, but this can only be done when you are first creating it, so make sure you have decided what you will do with the product for Options (or not) before you first Save it.
- Location - If you have multiple locations, you will see a drop list at the top of the Styles & Pricing section where you can choose whichever location your product information will be going into.
- Show Items with Zero Inventory - This setting applies to any Options you have set up, each of which will have its own column of data like the one pictured above. For some products, you may have many such columns for Options, so this allows you to hide any that no longer have inventory, and it's also a way for you to 'turn off' such Options, since you cannot delete them once they've been saved. So this only applies to what you see on the Edit Product screen: by default, any Option that is out of stock will not be visible on the website.
- Styles - If you need to set up Options for a product, for example; Colors (red and black) and Sizes (regular and large), our system allows you to do as many as you might need. For more detail on this process, including a video, please click here.
- UPC - A UPC code is a series of 8 - 13 numbers (never letters, spaces, or punctuation) that is officially registered with the Universal Product Code organization. So this will be a barcode that is already on the product somewhere. If the product does not have the barcode, once you have the proper code in this field, you can click on the number and a Print Barcodes button will pop up that will allow you to print labels.
- Manufacturer Number - This field allows you to enter the code the manufacturer uses for a product. If you order directly from the manufacturer, this will usually be the part number or product number on your shipping invoice. This will also be the number they list on their website for the product. These codes are usually a mix of letters and numbers, often 6 to 8 characters long.
- SKU - A SKU number or code is one that you make for the product yourself. It may be some kind of code to indicate the location of the product on your sales floor, or it might just be some kind of departmental identifier. It is recommended to keep your codes long enough for good uniqueness and searchability, but short enough that they aren't too difficult to identify visually, so somewhere between 5 and 9 characters should work fine.
- Alternate Lookup(s) - For products you might order from multiple vendors, in many cases each vendor has a unique code for the product that they use, so this area allows you to enter as many such identifiers as you might need, so you can look up the product easily by those codes whenever needed.
- Inventory - Clicking on the Change link will open the window below and allow you to work with your inventory and cost numbers. If you are manually entering a new shipment of inventory into the system, you will put the quantity number into the Quantity field, the Cost you paid per unit, the Extra Cost is freight/shipping per unit, and the current date will already be in the Receive Date field. Previous shipments will be listed and you can see what is currently in stock (the first number, before the slash), the original quantity added (the number after the slash), the cost per unit, and the date it was entered into inventory. If you need to change any of those numbers or amounts, you can click on the Change Inventory tab and adjust as needed. The system uses FIFO (first in, first out), so the inventory that is the oldest will always sell first before starting on newer stock.
- Purchasing - Click the Manage link to work with purchasing information for the Vendors you've selected for the product. Your Primary vendor will be at the top of the list. You can enter a Vendor Part Number if the vendor has a unique identifier you'll need to use in the Purchase Orders for the product. In the Packaging field, you can set how many units come in whatever packaging the vendor might use for the item. Options for unit types are Items, Inches, Feet, Yards, and Meters and the packaging types are Case, Bolt, Box, Roll, or Pack. You do not have to set anything in here if there is no set packaging done for the products by the vendor. Click Done when you have entered all the information.
- Reorder Point - Your Reorder Point is where you set the amount of inventory that would be considered low enough to trigger a reorder of the product. For example, if our scuba mask gets down to 2 units left in stock, that might be a good inventory level to reorder from. If you do not plan to restock the item, leave this field completely blank (0 will still cause the item to reorder: it will trigger when the item is out of stock!).
- Desired Stock Level - You can set the level of inventory that is ideal for the product, for example, you might like to have 12 items at maximum in stock for your scuba masks, so when the product gets down to 2 units, the Ordering system will prompt you to order ten more items to get to your Desired Stock Level of 12.
- Default Cost - Entering a Cost value here will allow Purchase Orders to place the Cost value into the Order as an expected or approximate cost before the items are received. If there is no value entered here, the system will default to the selling Price in the orders.
- Image - This image field is for use if you have set up multiple Options for the product. For the primary images for the product, please use the Images tab, just above the product title. You an enter an image here either from the server, or you can upload one from your computer. On the website, the image will automatically load if the visitor selects that Option in the drop list. As with all product images, you will want to use either a Jpeg or a PNG file, and you will want it to be a minimum of 800 pixels in its largest dimension. For best results, anywhere from 1,000 to 1,200 pixels is a great size for your product images.