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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

Advances search

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)

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General

Explain the fields

Info

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

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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.

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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 to ‘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”

  1. yes.” The tab ‘Reservation settings’ now becomes visible at the top of the page, indicating that the items

is

  1. are now reservable. By default, the items

is

  1. are now reservable for everyone, in all

location

  1. locations, at all times;

  2. Navigate to the ‘Reservation settings’ to view/ change the reservation settings. Hover over the fields to view the

helptext

  1. help text;

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

  3. You can

now

  1. also find the reservable items via

:

  1. RESERVATIONS > Reservable objects.

More details on reservable items

is

are found in the key-

use

user 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

  1. Catalog items;

  2. Press “Create new catalogitem”;

  3. Select the option “Orderable

items.” (Inventory items are orderable, hence the fact of inventory/stock management)

  1. items”;

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

  3. 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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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.

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Alternative tab

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

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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.

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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.

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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.

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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.

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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:

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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.

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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” category is yet to be described.

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.

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