Sales Order/IQstore Item Creation
To manually create a new sales item, from the ‘Sales Item Admin’ screen, select ‘Create New Item’:
Users need the role ‘Sales Admin’ to access these screens
A sales item can be created directly from the main menu or the ‘IQ Store – Admin’ screen:
A new tab will open with the ‘New Sales Item’ admin screen:
Step 1
Images
First, select and upload an ‘Image’ of the item.
To upload an image from your desktop, use the ‘Upload’ option. Select the ‘Upload’ button, click on ‘Click to Upload’ and navigate to your image file, then click the arrow to upload.
This can be any of the following file type jpg, jpeg, jif, jfif, png, tiff, tif, gif or bmp.
The selected image will display against the new item:
If you want to link an image via a URL, select the ‘URL’ button to access the field to paste in your URL link:
Tips on Image Management – when the Sales order page loads when quoting, it brings through the images associated and uploaded with the sale item.
These images are simply thumbnails, they do not expand. They do not need to be large files. The system loads 20 items into the screen when placing an order – if each image file is 1Mb, there is over 20Mb of traffic to present to the screen.
Once the image is uploaded, you can view a larger image by hovering over the icon and clicking on the top half to access the ‘View’ option:
Next, start to enter the product details:
Type
Item types are used to identify items on the inventory items screen and as a means of grouping/categorising the sales item. Select the ‘Type’ from the list:
If the ‘Type’ classification you want is not in the list, you can create new options from the ‘Sales item Admin’ screen under the ‘Item Types’ tab:
Descriptors
Enter a ‘Product Code’. If the product code already exists, select it from the list or type a code if it is new. If you are creating your product codes, they should be a consistent naming format that suits your site.
Enter a name and description. If the code field is left blank, a code will be auto generated.
NOTE: Character limits are 256 for the 'Name' and 2048 for the 'Description'.
From the “code’ there are additional ‘quick’ buttons to ‘Copy Item Code’ (this is so it can be pasted into another search filed r csv file if required):
There is also a link directly to the inventory item record:
Pricing Method
There are multiple pricing methods that can be setup:
Click on the ‘?’ icon to display an outline of each option:
Each
Using Each as the Pricing Method, the price is a "Per Unit" price and will be calculated as unit price times quantity e.g. each copy will cost $9.95 regardless of quantity:
Price per X items
This item lets you enter a price per set quantity. For example $3.06 per 1000 items:
The other 3 pricing methods in the dropdown; Set Quantity Breaks, Price By Next Quantity Break, and Price By Each Up To Break are outlined below:
If you choose an option other than Each for pricing the Edit Pricing button will appear:
Clicking ‘Edit Pricing’ opens a table for entering the pricing data, add extra rows by clicking in the blank row at the bottom. This can also be copied and pasted from Excel:
There is a maximum of x50 price lines
The same table opens for each method but depending on the method chosen the calculations are different.
Set Quantity Breaks
The customer can only select a quantity from the breaks you set. Price entered is a "Per Quantity" price. The quantity will cost the price entered against that quantity in the table e.g if a customer ordered 2 copies the cost is $17, or 4 copies the cost is $32.
This method allows you to set limited order quantity options and offer bulk pricing discounts if you choose. You could choose to offer no discount; the main advantage of this method is to set quantity breaks. Based on the table below the customer could only choose a quantity of 1, 2, 3, 4 or 10:
Price By Next Quantity Break
Price entered is a "Per Unit" price. Unit price is determined by the next quantity break that the quantity fits into e.g. An order of 125 won’t fit into the first break of 100 so it goes to the ‘Next Quantity Break” of 150 and would be priced at $6 each unit. This would calculate as 125 times $6 = $750. The last item should have no quantity to act as a ‘catch all’:
Price By Each Up To Break
Price entered is a "Per Unit" price for each quantity break. This is calculated by applying unit price to each quantity that fits into a quantity break e.g. An order of 125 would be priced as follows:
Using the 100 price of $7 for the 0-100 break and using the 150 price of $6 for the 25 units in the next break of 100-150.
Total price would calculate as:
100 times $7 = $700, plus 25 times $6 = $150. The $700 for the first 100 copies plus the $150 for the remainder equals a total of $850. The last item should have no quantity to act as a ‘catch all’:
The information in the table for both examples is identical, but the price has calculated to $100 higher for the second method (each quantity break). The first method (next quantity break) fits the entire quantity into the cheaper price break.
Customer Specific Pricing
Customer Specific Pricing allows you to control the price at the customer level if it is required. This pricing method does not by-pass the products ‘Accessed By’ values – all customers accessing the item must be included in the ‘Accessed By’:
The table presented for Customer Specific Pricing differs depending on the Pricing Method set above.
When the pricing method is ‘Each’ you can specify individual customers and / or customer groups and a unit price:
If any of the other Pricing Methods (besides Each) are used, then a 4th column appears in the Customer Pricing table to allow you to specify quantity breaks:
Quantity, Backorder & Active Flag
The ‘Default Quantity’ field sets the default that is entered for the product, if you are using set quantities you should enter the first set quantity offered to customers.
The ‘Allow Backorder’ checkbox allows customers to order out of stock items.
The ‘Active’ checkbox allows for different scenarios such as: entering item’s information in advance and ‘Activating’ when you want to make it available for sale or deactivating out of stock items and reactivating when items are in stock. The “Active’ checkbox is only displayed after the initial item has been created.
Freight/Shipping Override
Can be set to ‘Price Normally’ as per your standard freight pricing, or as an overridden charge for the item ordered regardless of quantity:
Options for selection are created in the freight/shipping admin screen under ‘Overrides’:
Handling
Handling has various options for pricing and uses a table like the quantity pricing table:
Click on the ‘?’ icon to display an outline of each option:
Select an option from the dropdown list:
Single Fee (Item Charge)
One fee for the whole line item (regardless of quantity). If there are multiple different items on the order, each item will have a charge applied.
Single Order Fee (Order Charge)
With Single Order Fees, only the HIGHEST fee is applied to the order. Of 4 items on an order, if 2 have $5 Single Order Fees and the other two have $10, it is $10 that is applied to the sales order.
Each (Unit Charge)
Quantity based handling fee. Handling fee is multiplied by the quantity ordered.
Single fee by next quantity break (Item Charge)
Single Fee by Next Quantity Break behaves like the Single Order Fee, except you can ‘scale’ the handling fee depending on quantity.
In the example below, up to 100 units will incur a handling fee of $10. Ordering 1200 would incur a handling fee of $30 (being the NEXT Quantity break).
The final number acts as a ‘catch all’:
Combined fee by next quantity break (Unit Charge)
This is entered as a ‘per unit’ fee. It too allows for a scale depending on the quantity ordered. Below is the per unit price against the quantity breaks. An order for 400 would incur a handling fee of 400 * 0.09 = $36:
Combined fee by each up to break (Unit Charge)
This is also entered as a ‘per unit’ fee. It too allows for a scale depending on the quantity ordered. However, when calculating the handling fee, each break is calculated.
An order for 400 would incur a handling fee of (100 * 0.15) + (150 * 0.12) + (150*0.09) = 15 + 18 + 13.5 = $46.50.
Step 1B: Advanced Details
The Advanced Details section is where you can enter the inventory information for the item:
Location - Choose a location for the material. This can be something general like the name of your company or if you have a full inventory warehouse configured, you can specify the exact location where this stock will be stored.
Supplier - Select the default supplier the item is ordered from. Once the item has been created, you can add additional suppliers from within the inventory section of IQ.
Owned by - You can specify if the material is owned by the 'Factory' (you), 'Supplier' or 'Customer'.
Access Type - Set the access to the item for ordering. This can be set to Anyone, Group or Customer.
Access By – Based on your access type setting, you then choose a group or a specific customer from the dropdown.
Weight Per Single Unit - You can enter a weight for the item.
Item Units - Select the qty the item is ordered in.
Cost Price Per Unit – Enter the default suppliers sell price for the item (used for purchasing)
Initial Stock Count - If you already have stock on hand when you create the item, you can enter the qty here.
Quote Number – Allows you to link an existing quote that can then be used to create a replenishment order if you manufacture the product internally and then transfer the quantity into stock.
Next you have two checkboxes:
Managed Item - Check this on if you want to manage the stock levels of the material. This allows you to do a 'pick' on the item from within a jobs 'Stock Pick' screen.
Awaiting Delivery - This is a flag you can check on if when creating the item, you can mark it as awaiting delivery and you can filter this on the inventory screen for tracking purposes.
Step 1C: Labels
This tab will give you a preview of and allow you to print, the item labels:
The ‘Labels’ tab will only display if you have purchased the DataCapture module
Promotional Kit
This section is used for configuring kit ordering. See separate KB documentation regarding this feature - Promotional Products
Once all fields have been filled in, click the ‘Save & Proceed’ button at the bottom of the screen.
Step 2: Categories & Tags
Now the screen will open to the ‘Category & Tags’ screen. These options make it easier for customers to find and search your products. It allows you to link the item to a category for selection when quoting/ordering items:
Categories are managed in the Admin > Factory Capabilities screen via Manage Product Categories:
Store items need to be in a category to be visible in IQstore
Tags can be added on the fly, but you should have a set of standard keywords you use for your factory to consistently tag your store items:
Tags can be accessed via the Admin>IQstore Admin menu:
Once you ‘Proceed’ you will be taken to the final screen. Here you can go back and alter information by clicking on the header of each of the ‘Steps’, ‘Discard’ the item or ‘Confirm’:
From the ‘Sales Item Admin’ screen you can then search on items and make stock quantity adjustments:
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