Versions Compared

Version Old Version 3 New Version Current
Changes made by

Jelle Roelofs

Sergio Karijodinomo

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Difficulty: starter/ novice/ expert/ legend

Content

Table of Contents
minLevel1
maxLevel1

Learning Objectives

After reading this article, you’ll be :

  • Be able to

:

  • Tell the difference between ….

  • Create you own …

  • Import xxx

  • create catalog items and learn what they are used for.

  • Distinguish between the different catalog item categories.

Catalog items

Orderable items are used in the purchasing and inventory modules

Catalog items are used in various processes in Workplace. The most common use of catalog items are is 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 you only want to search for all energy meters.

  • Reservable items

  • Orderable items

  • Workorder items

  • Energy (add energy metersmeter types)

  • Rent component (used for rental contracts)

Image Removed

Image Removed

General

Explain the fields

Advances search

Reservable items

Orderable items

Info

Depending on the category you choose, other fields and tabs will be available on the catalog item.

Image Added

When you navigate to ASSETS > Catalog, you can search for all catalog items of all the above categories.

  • When you use the standard keyword search and click ‘search, a list of catalog items is returned. The column 'Category’ helps you quickly see what type of items it is.

  • When using the advanced search, you can specify a category on the top right of the page.

Image Added
Expand
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 to ‘Reservable = yes.' Reservable items made reservable can be found in the menu option RESERVATIONS > Reservable objects.

Create a new

orderable

Reservable item

  • Navigate to the “Catalog” option in the menu under “Assets.”

  • Press “Create new catalogitem.”

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

    • Fill in the fields and press

    .

    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 are now reservable. By default, the items are now reservable for everyone, in all locations, at all times;

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

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

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

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

    Image Added

    Expand
    titleOrderable items

    Orderable items

    Used for

    Orderable items are used in the Purchasing and Inventory modules.

    Create a new orderable item

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

    2. Press “Create new catalogitem”;

    3. Select the option “Orderable 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

    Image Removed

    Workorder items

    Energy (add energy meters)

    Prices tab

    You can fill in the item’s price details on the prices tab. The page is divided into a PURCHASING and SALES section.

    Image Added

    Alternative tab

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

    Image Added
    Expand
    titleLink an orderable item to an asset

    Linking an orderable item to an asset

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

    Create a new asset from a catalog item

    After creating your 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 instructions in the 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.

    Image Added

    Link an existing catalog item to an asset.

    1. Open an Asset (menu option 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: no fields are copied from the catalog item to the asset in this case.

    Image Added

    Unlink assets from the catalog item

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

    Image Added

    Expand
    titleWorkorder items

    Workorder items

    Used for

    Workorder items add cost to a work order via the ‘cost’ tab (see screenshot below). Catalog items are typically created for a standard fee, often occurring on a workorder.

    Image Added

    Creating a workorder item

    Before adding a catalog item to a work order, the item must be created in the Catalog module.

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

    2. Press “Create new catalogitem”;

    3. Select the option “Workorder items”;

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

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


    More information on workorder is in these articles:

    Image Added

    Expand
    titleEnergy (add energy meters)

    Energy (add meter type)

    Used for

    A meter type must be selected when creating a utility meter (GJ, kWh, m3) on a property. Examples of meter types are water, electricity, and CO2 meters.

    Creating a meter type

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

    2. Press “Create new catalogitem”;

    3. Select the option “Energy”;

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

    5. Press “Save and return” to finalize meter type;

    6. The meter type can now be selected when configuring a new or existing meter;

    7. In the ‘Meters’ tab, you can see what meters are linked to this meter type.

    Image AddedImage Added

    Expand
    titleRent component (used for rental contracts)

    Rent component (used for rental contracts)

    Creating and managing catalog items of the

    category

    “Rent component” category is yet to be described.

    test

    Summary

    Rw ui textbox macro

    • line 1

    • line 2The category of the catalog item determines how the page looks and for what process/ module the catalog item is used.

    • Catalog items can be linked to assets.

    Exercise

    •  #1
    •  #2
    • Create a catalog item for the categories you have access to.
    •  Link one of the catalog items you created to an asset.

    Search

    Live Search