Create an Adhoc Item

Sometimes you’ll want to quote an ad hoc product and don’t want to create a new item in your database. (eg – maybe the supplier only sells customised items that must be quoted by them first)

The Brandengine product hierarchy links every item to a Vendor/Supplier – so that PO’s can be created – as a result creating a totally random item directly in a quote is not possible…

…well, sort of… there is a work around…

You can create an item for each vendor, specifically for this type of application, that has generic info and can be overridden on a quote by quote basis – whilst still allowing the PO workflow to be accomplished.

In this example we will create a Custom Product for Vendor Another Supplier

NB – The Vendor already exists at this stage – click here to see how to Create a vendor if needed.

To start – click on the Create Item button on the top right of screen

This is accessible from 2 locations:

• when adding items to quotes
• directly from the Items page (MainMenu/Database/Items)

…the Create a new item pop up will appear with multiple tabs for information to be filled in.

• Details
• Description
• Images
• Prices

Details

This is the core information to setup an item in your database.

Mandatory fields are:
(You will not be able to save if any of these are undefined)

• Supplier’s Item Name – In this example let’s just call this “Custom Product”
• Supplier’s Item Code – Keep this as generic as possible, but something you’ll remember (eg – VendorName-Custom)
• Item usage in quotes – If this is to be used as a base product – select Standalone, if this is in addition to the base product (eg decoration, artwork, freight) then select Add on
• Vendor – select the vendor to link the product to.
• Item type – Select the appropriate type from the dropdown.

Other fields:

Non of the other fields are needed here – unless you want to publish what this item is to be used for in Notes

Description

This tab is not needed as you’ll likely write your own description at quote level.

Images

You can load any number of associated images here, maybe start with the suppliers logo to identify the item easily in your catalogue. Additional images can be loaded and selected on quote level as needed.

Prices

We’re gonna keep this very basic… as it’s going to be overridden anyway

• Click Add price row  from the top left of the pop up
• Description – insert a title that helps you identify it needs to be changed (this is a required field)
• Select the appropriate Price tab this will appear in when you Add Price in the quote
• Select the currency
• Qty, Price and Setup fields are not needed as these will be overridden when you prepare your quote. – or – you can insert 1 in the Qty field and a huge cost beneath it so as a prompter that it needs to be changed (shown below)

Be sure to

What this does it setup a product in your database for a specific supplier that is designed to have all the info customised for a bespoke/unlisted product that is unlikely be sold frequently. (if it’s a regular seller, you’ll want to create a proper item record)

As the product is linked to a Supplier, the PO workflow is not compromised.

If you insert silly pricing into the Unit Cost and Fixed/Setup Cost fields it ensures these fields are immediately visible on the quote – and awaiting change.

When using this type of item in your quote as a product:

• Be sure to change the Display Name
• the Cost name field in the Costs section is where you can reference the Vendor product/quote details and this info will flow into the PO.
• If the base product is undecorated and you’re adding decoration, you’ll likely want to remove the fixed cost – this can be done via the hamburger menu  on the left of the line item

When using this type of item in your quote as an add on (decoration etc…):

• the Cost name field in the Costs section is where you can reference the Vendor details/decoration details and this info will flow into the PO.