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Catalog items

Catalog items are used in various processes in Workplace. The most common use of catalog items are reservable/ catering items (Reservation module) and orderable items (Purchase orders).

Since catalog items are used for multiple processes, a category must be selected when creating a new catalog item. This category can also be used when for example only want to search for all energy meters.

  • Reservable items

  • Orderable items

  • Workorder items

  • Energy (add energy meters)

  • Rent component (used for rental contracts)

General

Explain the fields

Advances search

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titleReservable items

Reservable items

Used for

Reservable items are used in the Reservation module. After creating the item, don’t forget to change the setting ‘Reservable = yes'. Reservable items that are made reservable can than be found in the menu option RESERVATIONS > Reservable objects.

Create a new Reservable item

  1. In the navigation menu navigate to ASSETS > Catalog;

  2. Press “Create new catalogitem”;

  3. Select the option “Reservable items”;

  4. Fill in the fields. The name and type (“Consumable” in the example below) are mandatory;

  5. Set “Reservable = yes”. The tab ‘Reservation settings’ now becomes visible at the top of the page indicating that the items is now reservable. By default the items is now reservable for everyone, in all location, at all times;

  6. Navigate to the ‘Reservation settings’ to view/ change the reservation settings. Hover over the fields to view the helptext;

  7. Press “Save and return” to finalize the catalog item;

  8. You can now also find the reservable items via: RESERVATIONS > Reservable objects.

More details on reservable items is found in the key -use article on Reservation: https://spacewell.atlassian.net/wiki/spaces/KB/pages/191266862/Reservations+incl.+recurring+for+Key-user#Reservable-objects

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titleOrderable items

Orderable items

Used for

Orderable items are used in the purchasing Purchasing and inventory Inventory modules.

Create a new orderable item

  1. In the navigation menu navigate to ASSETS > Assets;

  2. Press “Create new catalogitem”;

  3. Select the option “Orderable items.” (Inventory items are orderable, hence the fact of inventory/stock management)items”;

  4. Fill in the fields. The fields marked with an asterisk are mandatory;

  5. Press “Save and return” to finalize the catalog item.

Field name

Description

Name

The name of your catalog item

Model

The model/type of your item

Description

Here you can enter a short description of the catalog item

Manufacturer

The name of the manufacturer

Supplier

The name of the supplier

Purchase price

The purchase price of the catalog item

Sell price

The sell price of the catalog item

VAT

Yes/No if VAT is applied in the settings

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Prices tab

On the prices tab you can fill in the price details of the item. The page is divided into a PURCHASING and SALES section.

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Alternative tab

On the alternative tab you can add alternative catalog items. Uses can consult this ta, but there is no functionality behind this.

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titleLink a orderable catalog item to an asset

Linking an orderable catalog item to an asset

An orderable catalog item can be linked to an asset. There are two approaches for this

Create a new asset from a catalog item

After creating you orderable catalog item:

  1. Open the Catalog item;

  2. Navigate to the ‘Asset’ tab;

  3. Click ‘New’;

  4. Select the category in which you want to create the Asset;

  5. Click ‘Create’;

  6. A couple of fields, such as ‘Name’ and 'Original value' are copied from the catalog item to the asset;

  7. Fill in the field on the asset (see instruction in previous chapter of this article);

  8. Click ‘Save & return“ to return the ‘Asset’ tab on the catalog item. As you can see the newly created asset is automatically linked.

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Link an existing catalog item to an asset

  1. Open an Asset (menuoption ASSETS > Assets);

  2. In the field ‘Catalog’ start typing to find the catalog item you want to link or use the search functionality by clicking the '…'

  3. Note: in this case, no fields are copied from the catalog item to the asset.

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Unlink asset from catalog item

To unlink the asset from the catalog item, simply open the asset and click the ‘x' behind the 'Catalog’ field.

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Workorder items

Energy (add energy meters)

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titleRent component (used for rental contracts)

Rent component (used for rental contracts)

Creating and managing catalog items of the category “Rent component” is yet to be described.

Summary

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