Product items tab

On the Product item tab you can manage items or services for opportunities.

You can only use products saved in CAS genesisWorld as product items. And you can also enter individual products or services as product items that are not entered as product in CAS genesisWorld.

Your administrator can determine in the Management Console which specific products can be used as items.

You can change the values of transferred products, for example the price or the discount.

You structure product items for an opportunity using one or more groups. The sort order can be random. Sub-totals are displayed per group. These groups for product items only refer to a certain opportunity. The product groups that exist in CAS genesisWorld will only be used for the product catalog.

You can automatically create offers from the displayed products or services.

You can customize the layout of a quote. For more information, speak to your CAS Partner.

If you duplicate the data record of an opportunity, the product items are also duplicated.

Enter product items

In the Create new item drop-down list, click New item.

The Opportunity single item window will open.

Use this button to search for an available product or service. The fields for the product number, amount, price, discount, and so on, will be adopted from the product.

• Creating and editing products

• Alternatively in this window, you can enter either the text or numbers into the Product or Product number field. Then a search for the products is performed automatically. The results of the search are displayed as a drop-down list below the input field and can be adopted with a mouse click.

As a result of the search, the products which the administrator has defined as active products in the Management Console will be displayed.

If you have already selected a product in the Opportunity single item window, then the product data record window will open in which you can use the Display product button to display the product.

Reset product selection removes the item link to the product. Any values you entered for the product are retained.

• Select Optional if the item should be displayed as an additional option. Optional items will be displayed in the list of items and in quotes, invoices and so on, but will not be included in the total.

Optional will only be available if your administrator has enabled it in the Management Console.

• In the Alternative description field you can select a description from the list. The alternative descriptions are defined when creating a product.

• Creating and editing products

The Alternative description field is only available if alternative descriptions have been created for the product.

• You do not select an existing product for an individual product or an individual service, but you enter a name in the Product field.
• Whether you select an existing product or enter an individual product, you can enter special values for the opportunity in the fields for description, amount, price, discount, and so on.
• In the Amount field, you can enter commas, for example, to also include services that only last half day.
• A manually modified Price will be overwritten if you select another product, change the amount or if a specific or individual price is defined for the new product or the new amount.
• The Price is entered in the default currency. You define a default currency for yourself.

  The Default currency. is the currency which you will use the most. You can define this currency in the settings on the Working environment tab in the Desktop Client. This sets the default currency if a drop-down list is available for selecting a currency.

  The Base currency is the currency which is used in your company and it should already be set in the currency selection drop-down list, if you have not already set a default currency.

  Your administrator defines the following options in the Management Console:

  • Which currencies are available in CAS genesisWorld and, for example, which currencies are displayed in a drop-down list for currencies.
  • Which currency is used as the base currency.

• Working environment settings

• The Currency must be identical for all product items, otherwise the program cannot calculate relevant sums.

You can enter different currencies for different products.

Or all products are entered in the same currency but you want to enter the right currency for a customer in another country.

A currency is therefore automatically defined after entering the first item.

When adopting a product as product item or when manually selecting an item, you select an entry from the Currency field.

If you then enter products with another currency or enter a differing currency, a hint is opened. All fields that do not contain any price information are then transferred to the item. The Price, Price offered, Discount and Contribution margin fields are not adopted. You enter these fields manually.

• If you enter a percentage or absolute Discount, it is immediately calculated. The Quoted price field will be automatically updated.

Manually changed discounts are overwritten when you select a product or change the quantity.

• The Quoted price field displays the unit price including the discount and can be edited.

If you change this field the Discount relative (%) field and the Discount field will be updated automatically.

• The Contribution margin is calculated from the result of the offered price minus the purchase price multiplied with the Quantity. If the product item's currency differs from the product's currency, the purchase price is considered as 0.
• The Relative contribution margin (%) is calculated by dividing the sum of these single items multiplied by 100. The Relative contribution margin (%) value may also be a negative value.

Edit items directly in the list

By clicking individual cells in the list, you can insert or changes values.

• In an empty row click anywhere in the Product no or Product name fields. The search begins as soon as enter a character - using the condition starts with. Hits are displayed in a drop-down list.

You can add the product as a product item by double-clicking or pressing enter, this enters the item with a quantity of 1 together with a suitable price.

Items which do not any relation to a product, cannot be saved in this form.

• Click in one of the following cells to change its value: Quantity, Price, Discount relative, Discount, Contribution margin relative, Contribution margin or Quoted price.

Any values which depend on the changed values will be automatically recalculated when you leave the cell.

• To open an item, double click a cell which has not been edited such as Product number or Product name.

Grouping items

In the Create new item drop-down list, click New group.

• Enter a name for the group in the next window.

Using the four arrows you can move items and groups. Use the right and left arrow keys to assign an item to a group or to undo the assignment.

Creating quotes

All the items in an opportunity are included in a quote.

Click Create offer and the Select address window will appear. In this window you will see all the addresses that are linked with this opportunity.

• Select the address you want to send the offer to.

After this, the select a template window will open.

• Create a document data record for this offer. Before you open the archive file in Microsoft Word, save the document data record. When you do so, the Microsoft Word document is created from the template. This document contains all the necessary information such as the mail merge fields.

In the Microsoft Word document you can insert field variables and further mail merge fields from the opportunity and from linked data records of the opportunity.

You insert mail merge fields, for example, from linked addresses, products or from the document data record.

You also have the option to enter a Document validity as mail merge field in the Opportunity section. The Document validity is calculated from the current date and the time period in days. The length of the validity period is defined by the administrator in the Management Console.

• Product items contain the information that was recorded on the product items tab.
• Now create the offer like a form letter using Microsoft Word.

More toolbar functions

Click this icon to open a window in which you can edit a selected single item or group.

Using this icon you can duplicate one or more items. In the process, all field values are adopted.

Duplicated items are inserted at the upper level. A previous grouping is not adopted.

You can delete multiple items or groups simultaneously by marking before deletion.

When deleting a group, all corresponding items will also be deleted without further inquiry.

This icon copies all list items to the clipboard. Select items if you want to copy only one or some specific items.