Streamline your Quotes with 1CRM Product Catalog

Making a Product Catalog

When it comes to sending quotes & invoices, speed and accuracy are some of the most important factors. And yet, many CRM’s still have you manually entering each line item name and amount. Not in 1CRM! Using any edition of 1CRM, you can create your own product catalog to easily add items to your quotes and invoices. Eliminating the need for manual entry. The 1CRM Product Catalog supports both products and product assemblies or kits.

You can also use this built-in 1CRM integration to sync it up with your WooCommerce store. Or use the Magento integration and sync with that!

The Product Categories shortcut lets you maintain the Product Categories that are available for the classification of items in the Product Catalog and in the eStore. Each Product Category consists of a name and a description. The Product Types shortcut lets you maintain the Product Types which are available for the classification of items in the Product Catalog. Each Product Type consists of a name and a description, as well as which category it fits under in the product classification hierarchy.

Support

Similarly each product has a Support Cost, Support List and Support Selling Price, as well as a Support Price Formula, which may be set to Fixed Price, Profit Margin, Markup over Cost, Discount from List, Same as List, or Percent of Selling Price. This formula may be used to calculate the Support Selling Price automatically, including the popular option of having the product’s annual support price be a percentage of its selling price.

Product Catagories

Models

Models may be thought of as product families. If for example you sell Apple computers, you might define the Models iMac, MacBook, MacBook Pro and Mac Pro. All the products that you carry that are part of the Mac Pro product line (add-on hard drives, keyboards, mice, etc..) would have the Model field set to Mac Pro when defining those products. Then when a user is looking up products to add to a Quote or Invoice, they can filter for only those products for which the Model is Mac Pro, ensuring that they only quote products that are compatible with that model of Apple computer.

Once you save a new product, three additional types of important product-related information will be available in the sub-panels of the product detail view.

Quantities

The quantity of a given product that you have in stock is set by defining the stock quantities on a per- warehouse basis – even if you only have the one warehouse. You create your warehouse locations on the Company Information screen in Admin (see the relevant section in the Implementation Guide). Then you use the Stock sub-panel on the product detail view to enter stock quantities. You click on the Start Edit button, manually type in the Qty. in Stock for each location, then click on the Save button to update the stock quantities. The total quantity in stock for all warehouses is automatically calculated and is held in the main product record.

Attributes

Each product in the catalog may also have a number of Attributes defined for it. These are also defined on the product detail view, not on the edit view. A product attribute is something like the colour of a product. You may wish to group all of the colours of a product under the one catalog entry, and just use the product attribute of Colour to differentiate them. You define an attribute by clicking on the button, then entering the attribute name, value and price adjustment, and then clicking on the Save button. You might enter Colour, Red, and $10.00 for one attribute, and Colour, Black and $0.00 for another, as a way of saying the product costs $10.00 more for the Red one, and the standard cost for the Black one. Note there will not be separate stock quantities held for the different colours of this product, as the system considers them to be all the one product.

Supplier

While each product has a Supplier set in the main panel of the edit view, there is also a sub-panel for Suppliers in which additional Suppliers for the product may be selected. This enables you to remember alternative Suppliers for this product, while always knowing that the primary Supplier is the one shown in the main panel.

Adding Products to Quotes

To add a Product, just click on the ✚ add product link. Type in the beginning of a product name, and a dropdown list will show possible options. Alternatively, after clicking on the ✚ add product link you can then click on the Lookup button at the right- hand end of the Product or Assembly field. This brings up a Product Catalog dialog box for you to look up an item and search by name, category or type, or part number.

Whenever a Product is added as a line item on your Quote, the product name, manufacturer’s part number, tax code, and cost, list and unit prices are shown. Much the same process as the above applies when clicking on + Add Assembly or + Multiple Products.