Define Purchase Products and Enter Costs

In this article

Inventory Edition only

Background

This article describes how to set up products that will be used in purchase orders, allocated to jobs or tracked in inventory – these are known as "purchase products" in JobTracker. Once the product has been used on a purchase order, job or inventory adjustment you can not change the unit of measure or remove attributes. New values can be added to the attribute 'list of values' such as a new color or model number.

Step-by-step: Define Purchase Product

  1. Add a purchase product
    1. Go to Purchasing::Edit Purchase Products.
    2. Click New Product... button and enter the product name, product line, unit of measure and attributes. (example: Name = Corian Sink, Product Line = Corian, Unit of Measure = Each).
      • To select an existing attribute:
        1. Select the attribute from the Attribute 1: drop down list 
        2. If the product contains multiple attributes, select the next attribute in the Attribute 2 field, etc.
      • To define a new attribute:
        1. In the Attribute 1 field, select <New Attribute> and type in a name (example: Corian Sink Model).
        2. In the List of Values field, type the values (example: '#802') Enter multiple values one per line. Tip: copy & paste a list from a spreadsheet.
      • If the product does not have any attributes, just click OK
  2. In the Product column, click the newly added product name and choose Edit Product 'product name'

  3. Check the appropriate check-boxes to indicate if the product is taxable, if it will be tracked in inventory, if you will track serial numbers and if labels will be printed. If you enter a value in "Round Est. Material Up To", it will be used as the rounding factor when material cost is estimated for a quote.

  4. If the supplier of the product is not in JobTracker, the supplier must be added (see Related Articles).
  5. Add the product to a supplier's cost list by double-clicking on (None) in the Supplier-Cost List column and selecting the Supplier-Cost List.
  6. To enter the product cost manually each time a purchase order is created, skip the remaining steps.

Step-by-step: Enter Costs

  1. (optional) Create cost groups
    (Note: To enter a cost for each product variant, click on (No Cost) in the  Cost column and enter the cost. Otherwise, use one of the options below to create cost groups.)

    1. Click in the Cost Group column and select "Generate Cost Groups..."  Select one or more cost list, select the attribute(s) you want to base the cost groups on (example: Corian Sink Model). JobTracker will generate a cost group for each attribute value (or each combination of attribute values if more than one attribute is selected).
    2. Click on (No Cost) in the Cost column and enter the cost.
    3. If you have exceptions or want to create your own cost groups, follow the steps below:
      1. Click in the Cost Group column and select "Edit Cost Groups for "cost list > product"
      2. Select the Product Variants to be included in the same Cost Group - click Move Product Variants to Cost Group... button

        (Example: Model #802 and #804 in Bisque are a special promotion.)
      3. Select a Cost Group or type in a name for a new one (example: Promo), select "Move selected rows" and click OK. The selectedProduct Variants are moved to the new Cost Group.
      4. Click the Edit Costs button 
      5. Click on (No Cost) in the Cost column and enter the cost.
      6. (optional) To make a cost group inactive, in the Cost Group column, click the name of the cost group and select Edit...
        Then check the Inactive check-box.

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