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Kits

A Kit is a set of individual inventory products, such as merchandise or publications, that are combined for a particular purpose or special event. For example, you might create a membership kit and include items that are specific to new members who join your organization such as an event calendar, member directory, and coffee mug. You might also create a 2009 conference registration kit, for example, for members or customers who attend a special conference you will be hosting that includes a track listing, lanyard, and tote bag.

Kits are different from Packages in netFORUM in that they are counted as one item once created whereas Package items are inventoried separately. A good way to think of a Kit is as a 'shrink-wrapped' product. Further, whereas Packages are normally created to discount inventory items as noted above, Kits are created more for a particular purpose or event.

The five standard Group Item Links (Add, Find, List, Run Query, Query Central), are available in the Kits group item. Additionally, you can choose Copy Kit.

Adding a Kit

To begin tracking and managing individual Kits within your organization, your first step is to add a Kit profile to netFORUM that you will then add the products to that reflect the Kit's purpose or event. Note that fields in bold in netFORUM are required fields. You will not be able to save your Kit until these fields are complete.

To add a Kit to netFORUM, you must complete the following tasks:

• Complete the information in the Kit Setup section.
• Complete G/L section to indicate the accounts to use for the kit.
• Complete the Price Control Attributes section of the form.

Kit Setup Section

To complete the Kit Setup section, use the following steps:

1. Select the Inventory tab.
2. On the Group Item menu, click Kits.
3. Select Add Kits from the drop-down menu. The Add Kits page displays.
4. Product Code: The product code is often an abbreviated version of your product's name. Product code is required.
5. Product Name: The product name should be descriptive enough for your customers to understand what it is but short enough for Fulfillment Reports. Product name is required.
6. Product Description: Use the description field to add more detailed information about the product. This field is optional but note it is also used during Fulfillment Reports, particularly when you are using Packing Slips during the shipping process.
7. Product Category and Format: These drop-down fields are optional and are used for filtering and better control of your Kits. For example, you can choose to create and place member-only, office item, and conference item product categories in your product category drop-down field. This would then allow you to create a pen and pencil set with a conference logo that you specify in the conference item category for much more control over your inventory. For more information on how to set up product types in this drop-down, view the Inventory Setup page.
8. Price: Enter the price you plan to charge for the Kit. This field is required.
9. Start Date and End Date: Start and end dates are also optional. These dates relate to how long your Kit will be priced for the specific price you entered in the price field. If the price will not change, you do not need to modify these fields.
10. The following checkboxes are available for selection in the Kit Setup section:
    • Shippable: Select this checkbox if your Kit will be shipped. You MUST select this checkbox if you want to be able to run Fulfillment Reports on your inventory as well regardless of whether or not you want to ship your Kits.
    • Allow Partial Shipments: Selecting this checkbox will allow partial shipments of your Kits when needed. For example, if certain items of Inventory within your Kit are not available, selecting this checkbox will allow the rest of your Kit to be shipped while waiting on those items to be available.
    • Taxable Flag: If your Kit is taxable, select this checkbox. Please note that if you do not select this checkbox, netFORUM will not allow any taxes at all to be applied to this Kit, not even deferrels. You are not determining how much tax is applied here, just that it can be in the future.
    • Allow Backorders: Select this checkbox if you will be using a Warehouse and want to allow backorders. This means that, if your warehouse is out of your Kit, your members will still be able to order it and it will be placed on backorder.
    • Sell Online: Select this checkbox if you want your product available for sale on your Website. Note that if you select your item available for online sale, you should then click the notes button that appears to specify the dates it will be available for online sale as well as enter any additional text you want to be made available about your product online.
    • Post to Web Date: If you choose to sell your Kit online, you can specify the date to begin selling it online (if not immediately) by using this field.
    • Remove: When you are ready to remove your Kit from online sale, specify the date to do so using this field.
    • New Until: If you want your Kit to be designated as a 'New' product on your Website, specify for how long it should contain this designation using the New Until field.

G/L Section

Once you enter enough information about your Kit that tells netFORUM how to display, track, and price it, you need to now specify how netFORUM will cost it within the Accounting module once it has been purchased by your customers. This is accomplished in the next section on the Kit Setup page, the G/L Accounts section. Most of the drop-down menus are bold in this section, you will note, which means they are also required. However, if you have not used the Accounting module to setup your General Ledger accounts first, you will be unable to complete this section.

To complet the G/L section, use the following steps:

1. Business Unit: This drop-down will already be populated with your organization's acronym. If you manage more than one entity, you should select which entity this Kit will be sold under.
2. Project: For organizations that are concerned with time and project tracking, the project drop-down is available.
3. A/R Account: Drop-down used to designate your accounts receivable account.
4. Revenue Account: Drop-down used to designate your revenue account.
5. Liability Account: Drop-down used to designate your liability account.
6. Return Account: Drop-down used to designate your returns account.
7. Write Off Account: Drop-down used to designate your write off account.
8. Checkboxes in the G/L Accounts section:
   • Split revenue among multiple accounts: To split revenue, select the split revenue among multiple accounts checkbox.  If revenue is split, the two accounts will need to be set-up on the Price Profile. (Go to the Merchandise Profile, price child form and click the Goto arrow to go to the Price Profile.)
   • Deferred: To defer revenue, select the deferred checkbox and then select the deferred revenue account. You will also have the option of entering a date of when the amount should be recognized.
   • Track inventory: To track inventory, select the track inventory checkbox and then select the COGs and damaged goods account(s) if you plan to implement Cost of Goods (COGs) accounting methods. Note that it is important to select this checkbox if you plan to keep track of inventory amounts for this product even if you do not plan to implement COGs accounting methods. In other words, if this checkbox is NOT selected, netFORUM will not track inventory amounts for this Kit.

Price Control Attributes Section

To complete adding a Kit to netFORUM , you must specify the price control attributes, located on the bottom of the Kit Setup page. Price control attributes enable you to specify, for example, if the price assigned is a members-only price or for all who access your Website.

To complete the Price Control Attributes section, use the following steps:

1. Member Type: If you want your Kit price to be available to certain member types, you specify which types with this drop-down. Note that when you select a member type, other drop-downs then become available to that allow you specify the status of your member (Active, Pending, etc.) and Chapter, if desired.
2. Customer Type: If your Kit is available to customers as well as members, you can also specify customer type with this drop-down.
3. Default Rate: When this checkbox is selected, no member controls will be in effect for a product even if they have been previously set. For example, you may set a price for your Kit and decide that it is a members-only Kit. At some point, you may then decide to offer the same Kit for sale to non-members but only for a small window of time. You may accomplish this by setting up an entirely new price attribute, described in the Price topic, or by quickly selecting this checkbox on the current attribute which turns off all member controls and allows non-members to purchase the Kit. This is useful if you want to demonstrate on your Website the difference between a member-price and a non-member price (to encourage joining). You must remember to deselect the box when you want your only your members to be able to purchase the Kit once again however.
4. Click the Save button to save your changes and enter your Kit into inventory.

Finding Kit Records

Finding a Kit that has been entered into the netFORUM database is easily accomplished. The Find function is universal throughout netFORUM and detailed on the Find topic.

Finding records within the Inventory module follows the same format and function. You may search by the following:

• Kit Name (Use the drop-down to find a specific Kit)

The Advanced View checkbox allows you to conduct boolean searches to broaden and narrow your search as needed.

Managing Kits

Navigating to the Kit Profile

The Kit Profile is displayed once you have entered a new Kit into the netFORUM application. If you want to navigate to and view a specific profile page:

• Click on the Inventory module from the Module Menu drop-down.

• On the Group Item menu, click Kits. You can then choose to List Kits or to Find Kit.

• You can also choose to click on the Kits icon from the Inventory content group page.

Depending upon which Kit you choose, its Kit Profile will display.

Kit Profile

The Kit Profile shows the product code, product name, the start and end dates the Kit price will be available, and specifies the following (if applicable):

• Kit category and format
• If the Kit is taxable
• If the Kit should be available online
• How the Kit can be sent (mail, email, fax, etc.)

Accounting information for the Kit is also available such as the COGs, inventory, and damaged good account(s) specified as well as if this Kit should be tracked.

There are several child forms that can be accessed from each Kit Profile as well. Child forms are accessed by clicking on the three tabs found at the bottom of each profile page, in this case the Prices, Kit Component, and Inventory tabs. Through these tabs, you will add products to your newly created shrink-wrapped Kit.

Just above the tabs are a Create Inventory icon and an Edit button. These are discussed in more detail below as well as each child form.

Prices Tab

Prices Child Form

The Prices tab on the Kit Profile contains one child form of the same name displayed below.

Use the Prices tab and child form to decide how you are going to price your Kit. Just as with other inventory items, you will be given the opportunity to decide if you want to price the Kit using a member price or a non-member price (or both). You will also have to fill in the Accounting information for each pricing control you add to your kit similar to when you first created your Kit by filling in a new G/L section. Finally, as always, you must specify if your Kit is shippable and to be sold online. A sample Add Price form is displayed below.

To add pricing controls to a Kit, click the Add Record or button. For more detailed information on prices and information on how to set-up pricing structures for your products, view the Price topic.

Once you have finished adding pricing to your Kit, you are ready to add your products to your Kit through the Kit Components tab discussed below.

Kit Components Tab

Kit Components Child Form

The Kit Components tab on the Kit Profile contains three child forms that you are able to manipulate; the kit components child form is displayed below.

Now that you have created and priced your Kit, this child form enables you to add the products that will come featured within your 'shrink-wrapped' Kit. For example, in the screenshot above the OLB business unit has decided to offer a new member kit that includes a lanyard, a new mouse pad, and a 2009 date book. To add products to a Kit, click the Add Record or button. The Add Kit Component dialogue box displays as pictured below.

All fields on the add kit component form are required. Notice that you are able to choose how many of the specific product you want to offer for inclusion within the Kit in the kit component quantity field. This field will not allow you to include more of a particular product than is currently in inventory however. Notice also that, unlike a Package, each individual Kit inventory item has no price when you add an item. This is because the Kit is treated, and priced, as one individual inventory item and not as individual items as Packages are.

Because of this, once you have finished adding products to your Kit, you must add your Kits to inventory. This is accomplished through the Create Inventory icon and discussed below in the Adding Kits to Inventory Section.

Complementary Product Child Form

The complementary product child form enables you to specify what product in inventory is a complementary product (to the item you are currently viewing) and recommended for purchase to your customer. Click the Add Record button to specify the complementary item in a drop-down menu.

For more information, view the Complementary Products page.

Substitute Products Child Form

The substitute product child form enables you to specify what product in inventory can be substituted for the item you are currently ordering in the event it is not available and you do not want to place it on back order. Click the Add Record button to specify the substitute item that should be used.

Once a substitute item has been specified, you will notice on the Centralized Order Entry that the substitute product drop-down contains the item for the products identified. You are able to click on the Add link directly within the COE form to add the substitution product should you need to do so.

Adding Kits to Inventory

Adding Kits to inventory is accomplished through the Create Inventory icon. The Create Inventory icon is found on the Kit Profile just above the Prices tab and pictured below.

To add kits to inventory:

1. Go to the Products/Kits Profile.
2. On the Kits Profile page, click the create inventory icon. The Create Inventory window displays.
3. The kit name automatically populates.
4. Select the inventory warehouse.
5. Enter the number of kits. Notice, as depicted in the screenshot above, you will not be able to enter more Kits than you have items in inventory. For example, if a particular item in your Kit only has 50 remaining units left, you will only be able to specify that 50 Kits be placed in inventory.
6. If this is the primary warehouse location for the kits, select the primary checkbox.
7. Click Save.

Viewing Kit Inventory Through the Inventory Tab

Once you have entered your Kit into inventory (see Adding Kits to Inventory above), you will now be able to use the Inventory tab on the Kit Profile to view that inventory.

To View Kit Inventory:

1. Go to the Kits Profile.
2. On the Kits Profile page, click the Inventory tab. A list of kits displays.

If you have not added your Kit to Inventory, this tab will not have any data.