The following details how to use the Product List in Acctivate. Acctivate also has a Product Window to manage each product – take a quick tour of inventory management at the product information level.
Acctivate shows an easy to read list of products by utilizing the left navigation Products menu. The default Filter is set to Active only with the option to create customized filters to be saved for future use.
To begin a search, start typing in the Search by name or details field just below the selected filter. The lookup will begin performing a global search based on what you’re typing to give the best match as results.
For each product shown as a match, the user can quickly see the Product ID in bold letters with the Description listed below. In the top right corner, users see the list price. When a product is marked as discontinued or inactive, you’ll see this information directly under the list price in grey.
Select the product you wish to review to see more details in the read only window to the right of the list. The Product ID and Description show above the Edit, Print, Email, and Create buttons.
- Edit: Opens Edit Product Window for selected Product for user to update the information shown.
- Print: Prints the Product Information report showing details for the selected product.
- Email: Creates email linked to product record with the Product Information report attached as a pdf.
- Create: create linked documents to the product, such as a Business Activity or Note. When using this menu, the new business activity automatically opens with the product selected and ready to enter details.
The main body of the read only product window shows the Inventory, Timeline, Prices, Insights, and Vendors, as well as Custom for when custom fields exist. When the product has a bill of materials selected or is listed as component of another product, you will also see a BOM tab. The same goes for any products with Substitutions listed. The tabs are responsive based on the setup of the product.
On the right-hand side, users can see pertinent Info, such as Description, Status, Item Type, Product Type, Product Class, Control Type, Cost Method, Bill of Materials, and Sales Tax Code, as well as any Characteristics. The characteristics include the units listed on the product with their relationships to the stocking unit and any metrics entered on the technical specs of the item. If using alternate product IDs, there will also be an Alternate IDs section showing the full list of alternates and their types.
The Inventory tab appears when there are warehouse records associated with the product. Users see this for most items in the system since warehouses are required for most products. The only time you won’t see this tab is when the item has no warehouse records associated, such as Other Charges not utilizing the Standard cost method. All the fields shown are responsive based on which ones have values entered. Anything missing a value will be hidden from the read only window to ensure the user isn’t distracted by extraneous details.
For each warehouse record listed, users can easily see available, on hand, scheduled, backordered, and on PO quantities. They’ll also be able to see any Management fields with values, such as min stock, max stock, and min order quantities. With the proper user permissions, the avg, last, and management costs will also be shown.
When utilizing bin locations, there will be a Locations section with the location ID, on hand, available, and last receipt dates for each bin, as well as the primary location.
The Timeline shows all linked activities related to the product. Users filter on specific types of activities by clicking the Type drown down menu. Additional filtering capability exists in the Look for box next to the Type filter. Begin typing some value to search the timeline for specific information. Acctivate will automatically start populating the data as you type.
Available Type Filters
- Assembly Component
- Balance Adjustment
- Business Activities
- Landed Cost
- Notes and Emails
- Purchase Orders
- Sales Orders
While viewing the Timeline, moving the mouse over each activity prompts certain actions. Hovering over any activity created in Acctivate which has edit capabilities will show the pencil icon where the activity icon appears. For example, clicking this on a Purchase Order activity opens the Enter Purchase Order window for the user to modify any necessary details. Anything appearing to be a hyperlink will open the related read only window. When clicking a linked Receipt session, Acctivate opens the related transaction in a Read Only window for review. The same function exists on all hyperlinked text.
When pricing exists on the product record, you’ll see the details listed on the Prices tab. The top of the window shows List price and all other product specific prices below. All details for the price, including the related price code, net price, price type, beginning/ending dates, and low/high quantities will be shown for each price listed.
Easily view last ordered date, top 5 customers with quantity ordered and related pricing, as well as an analysis of suggested minimum stocking level, average sales qty per month, po qty per month, turnover rate, customer service level, and vendor service level. This is the same information shown in the Inventory Analysis report from the reports menu but filtered down for the specific product selected. Users can filter what’s shown based on a specific warehouse and update the amount of time to analyze.
- Average Sales Qty per month: Sum of quantity of this product on sales orders during analysis period divided by number of months in analysis period.
- Average PO Qty per month: Sum of quantity of this product on purchase orders during analysis period divided by number of months in analysis period.
- Turnover Rate: Cost of goods sold during analysis period divided by mean inventory valuation during analysis period.
- Customer Service Level: Number of on-time shipments to customers divided by total number of shipments to customers.
- Vendor Service Level: Number of on-time shipments from vendors divided by total number of shipments from vendors.
Any products listed as a viable substitution for the item selected will show in this tab. These are used on the Sales Order window to swap out products for similar items. The preferred substitution item is shown at the top of the tab in bold letters. Any other viable substitutions will be listed below in non-bold letters. Users can see the product ID, description, and any note for each substitution record. Click on the hyperlinked ID to view the read only window for the substitution.
When creating purchase orders in Acctivate, each vendor record utilized is saved on the product window. Users can see each vendor listed on the product on the Vendors tab of the product list window. The preferred vendor is shown in the top of the list with the vendor name and vendor ID in bold font. All other vendor records for the item are listed below the preferred in non-bold letters. The following information is listed for each supplier: hyperlinked vendor name (opens read only vendor window), vendor product ID, vendor price, lead time, last receipt information (qty, price, and date) and last po information.
For assembly/kit/assortment items or products used as a component on one, users will see a BOM tab. This window shows a components, where used, and a graph of the BOM section. When selecting an assembly, kit, or assortment product, users can easily view the sequence, component product ID, default component warehouse, description, quantity to build one unit, available, on hand, last cost, mgmt. cost, and avg cost information for each component. If the product selected is listed as a component, the where used section shows the parent product ID, description, type (assembly, kit, or assortment), quantity to build one unit, and any note specific to the build. The usage graph shows all levels of the assembly/kit with the product selected highlighted in blue. In this section, assortment components will only list themselves and the assortment item.
When utilizing Product custom fields, you’ll also see a Custom tab. This tab will show all custom field data entered on said custom fields.