Create/Add Items to Your Catalogue

Not only do you have access to the Promodata catalogue of products in Brandengine, but you can add your own items.

This includes products and services that are used to configure products for sale. (eg – decoration, freight, artwork, packing etc…)

There are 2 ways to add items to your database:

• Importing a Product List (Bulk upload)
• Creating Individual Items

IMPORTANT
Before creating items in Your Database, you must make sure the Vendor exists.

You can select a Promodata Vendor who you want to add another item to (eg… freight)

…or…

…add a totally new Vendor, in which case you will need to Create Vendor for the product/services being supplied. This is so that when the Quote is accepted PO’s can be generated for the correct supplier in Brandengine and, if integrated, in your accounting software.

Importing a Product List

We are currently finalising a very robust and multi-faceted item import utility for Brandengine, that will allow you to upload spreadsheets for a variety of item types with ease. ~ Watch this space.

Creating Individual Items

You can create individual items from the Catalogue page in Brandengine.

NB – each item can have multiple price sets associated to it – these will then all be selectable individually during quoting.
eg – The item Screen Printing from a particular vendor can have different unit quantity break and setup/fixed pricing for each 1, 2, 3, 4 colour printing.

This is accessible from 2 locations:

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

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

…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 – The vendors internal name for the product. This will appear on PO’s
• Supplier’s Item Code The vendors internal SKU for the product. This will appear on PO’s
• Item usage in quotes – Is this a Standalone item that can be purchased by itself – or – is it an Add on service item (eg decoration, art, freight…)
• Vendor – so PO’s can be created/allocated correctly
• Item type – Admin defined categories for the item

Other fields:

• If Add on, can only be used with items from this vendor? – this check box restricts usage of an add on item (eg – decoration, freight) to only be used with standalone items from the same supplier/vendor. This helps organise information you are viewing when quoting.
• Supplier’s website url – This link will appear when quoting for quick info checking
• Distributors item name – do you want to give this product a unique name? – if not the Supplier’s name will be displayed. This will appear on quotes
• Distributors item code – if left unaltered, BE will generate a unique code for this item that will appears on quotes (if required) – or, you can enter in your own.
• Distributor’s website url – This link will appear when quoting for quick reference
• Notes – Any relevant notes on the item – for internal consumption only.

Description

Product information that will appear on quotes for Standalone items
If this is an Add On product – this info will not be visible on quotes.

Images

Upload associated images of this item.

Prices

The pricing tab allows you to record tiered pricing and fixed (setup) costs for products and services.

There are 2 ways to add pricing to the item you are creating

• Add price row allows you to manually add single lines of pricing quickly and easily. This can contain multiple price breaks/tiers
• Paste prices enables you to copy & paste complete item pricing tables from a spreadsheet or website. – NB – this tool doesn’t work with PDF’s or other types of docs.

Add price row 

• Description – this title identifies the price set when doing quotes – and – also appears on Purchase Orders when they are created, so don’t hold back on details.
• Price tab – designates what tab the pricing will appear on when quoting. For standalone items pricing will appear in the ** Database prices** tab when quoting.
• Currency – This will default to the currency setting for your company. Change the currency for this product by selecting options from the drop down. This designates what pricing tab costs will appear on when quoting. If you select unspecified the pricing will remain stateless and will display regardless of the default currency set. Currency selection also designates the default GST rate.
• Qty – replace the text in this field with your price tier/quantity break. To add more tiers, click the +Add column button
• Prices are then inserted in the field/column below the qty break.
• Setup – also called a Fixed cost, this charge will be amortised across the quantity being quoted. This needs to be applied to each line item as applicable (even if it is the same setup for all lines in this item) – or – leave empty if there is no setup charge

(Initial screen)

(with a Single price set/line added)

To add another price set click Add price row as many times as needed.

(with Multiple price sets/lines added – last line in the example has an MOQ of 10pcs)

To add more tiers click +Add Column as many times as needed.
To automatically rank columns into ascending order – or – to delete empty columns – click Sort Columns
To delete a price set/line – click the bin on the right end of the row

When done (or at regular intervals if you’re adding a lot of info) be sure to 

Paste prices 

The Paste prices tool allows you to conveniently “drop in” large amounts of pricing info from spreadsheets and supplier websites.

We understand that not all data tables are built the same, so some adjustments may need to be made to the pasted info – and this functionality is possible within the Paste prices tool.

Things to keep in mind:

• This only works when copying tables from Spreadsheets and Website created tables (PDFs, Jpegs, embedded website objects or other files will not work)
• The first Row should contain Column headers – eg: the quantity breaks
• The first Column should contain the Description which is the row header – ie: the variant name for each row of prices (the Price set). This is what identifies the pricing when preparing your quotes.
• If you make a mistake – click the Clear and paste new data button  to start fresh
• At the beginning of each Row and Column is a hamburger menu – this provides some basic functionality to help format your price table – as below:

(Column Hamburger Menu)

(Row Hamburger Menu)

Ok, so now an example of Paste price…

We want to load up the below spreadsheet – the table area we are copying is highlighted in Blue.

Please Note – the price breaks are in the 1st column and price descriptions are in the 1st row – these are the wrong way around… but never fear…

Click  and the below pop up appears…

Place your cursor in the box labelled Paste data here – and either right click on your mouse/track pad and select “Paste” – or use the keyboard short cut Crtl+V (Windows) – or – Cmd+V (Mac)

The copied table transposes in it’s entirety… it’s saved a heap of time, but still needs to be tidied up before importing into your database.

The first thing we want to do is Swap rows/columns  – located on the left side under the pasted data.

This puts the Quantity breaks across the top row – and the Price descriptor (in this case the stitch count ) in a column…

…but it’s still not quite right… if we click the Generate prices  we will see why…

This table will appear below the data you have pasted – you will see the 1st column (Description) is undefined…

…this is because the 1st 2 columns are blank and the descriptor (stitch count) is in column 3 – but this can easily be fixed…

We want to remove the 1st 2 columns – this can be done via the Hamburger menu at the top of each Column

If we Re-Generate prices  we will now see that the stitch counts have moved to the (1st) descriptor column…

… this is definitely heading the right direction…but now we need to expand on the description so we know what it actually is when we add pricing to quotes (and it flows through to POs)…

We can now easily add a Prefix and Suffix to the descriptor using these fields…(below the imported data)

In this case = we are going to add the text “Embroidery” and “stitches / position”

Now, when we Re-Generate prices  we see all the descriptors are more easily understood…

We’re almost ready to import prices – we just need to add a Setup charge – as this wasn’t present in the initial data table we pasted.

In this example – we are going to insert Setup charges into the 2nd column of the pasted table
(But it can be in any column you choose)

… populate it with data… (add the column heading and setups for each variation)

…and tell the Paste price tool where the Setup is.

To do this, look at the tools inbetween the 2 sets of data (The pasted data and the Generated data) – click on the “Setup Column” drop down and select the column heading that you entered for Setup.

Now that BE knows where the setup is, you can Re-Generate prices 

One more step – be sure that you have selected the Tab Name you wish this pricing to appear in, amd also the currency

Check that you are happy with the new table layout and info – then click $ Import prices

Once all of the other item info has been entered, be sure to Save Changes

In the event you need to make changes later – simply click on the “Paste prices” button