Products

Search for Products

There are two ways to search for products in ClearVantage. Using Quick Find allows for multiple, more detailed search parameters. You can also use the filter bar to quickly filter the list.

Using Quick Find

From the Services Menu:

1. Navigate to Services Products.

2. Click on the Quick Find icon.

   

3. Enter any combination of values you want to find.

4. Press the search button to run the search and return a list of products that match your criteria.

Using Filters

Filters can also be used to quickly find products. To perform a filter search, navigate to the Services menu and select Products.

1. Open the filter type dropdown and select which type of search you will be performing. For products you can filter by:

   1. Product Name

   2. Product Code

2. Begin filling in your desired filter. The results list will update as you type, or you can select “Go” to display the filtered results.

Managing Products

ClearVantage allows you to manage your sales and inventory needs. In addition to handling product sales, the module tracks target levels for inventory, allowing you to quickly create vendor orders for products that have fallen to low levels and need reordering. Once inventory is received, the vendor order and inventory numbers are automatically updated as received. Cancelled and returned product sales are also tracked within the system and inventory numbers reflect these changes.

Create a Product

You can create a new product for each item that you wish to sell.

1. Navigate to the products list from the main menu via by selecting Services, then Products.

2. Click on Add Product in the activities panel on the right side.

   

3. At a minimum, complete the following information in the notebook.

   • Company: Select the Company that the product will be attributed to from the dropdown.

   • ProductCD: Enter the unique identifier for the Product. This field should not have any spaces or special characters other than underscores.

   • Product Name: Enter the name of the Product.

   • Standard $: Enter the non-member price for the Product.

   • Member $: Enter the member price for the Product.

   • Handling $: Enter the handling amount for this product.

4. Depending on the product, you may need to complete the following fields.

   Note

   Your system may be configured differently. Please contact your Support Analyst with any questions about your specific configuration.

   • Major Category: Select a category from the dropdown to help organize your products. This is often used for grouping products on the web and for searching for products in ClearVantage.

   • Product Type: Select the type of product from the dropdown.

   • Short Description. Enter a brief description of the product to appear in the list of products on the web.

   • In Stock? Check the box if the product is in stock. Products generally must be marked as being in stock to be available for sale on the web.

   • Inactive?: Check the box if the product is no longer offered.

   • On Web?: Check the box if the product should be available on the website. This is generally checked by default.

   • Taxable: Check if standard sales tax is collected for the product. This is generally checked by default.

   • GST Tax?: Check the box if Canadian GST is collected for the product.

   • Shipping & Handling?: Check the box if shipping and handling charges are calculated for this product. More information on shipping and handling is available later in this guide.

   • Minor Category: Select a category from the dropdown to help organize your products. This is often used for grouping products on the web and for searching for products in ClearVantage.

   • Parent CD: Click on the ellipse button to open a Search Products window. You can select a parent product to link to the new product.

   • Discount $: This price allows you to track a custom discounted price for this product.

   • Other $: This price allows you to track a custom additional price for this product.

   • Size: Enter the size of the product. For sized items like apparel, you will need to create separate products for each size in order to track the inventory for each size separately.

   • Color: Enter the color of the product. For items with different color options, you will need to create separate products for each color in order to track the inventory for each color separately.

   • Ship From Warehouse: Select the preferred warehouse that this product should ship from under normal circumstances.

   • Location: Enter the location where the product is stored.

   • Target (High) level: Enter the target inventory level for this publication.

   • Reorder (Low) level: Enter the level at which inventory should be reordered.

   • Reorder Period: Enter the frequency for reordering.

   • Last Order Price Type: Enter the last price type ordered.

   • Cost per Unit: Enter the cost per unit of the product when purchased from the Vendor. This is an important field when utilizing Vendor Orders and Cost of Goods Sold functionality.

   • Last Order Qty: Enter the last quantity ordered.

   • Units: Enter the units in which orders are placed.

   • Vendor CD: Select the vendor for the product. Instructions for creating vendors are available later in this guide.

   • Vnd. Prod. CD: Enter the Vendor’s product number.

   • Maker CD: Enter the maker for the product.

   • Company CD: Select the appropriate company from the dropdown list.

   • Charge Time: Check this box to create a product that is available as a timecard category in the ClearVantage timecard.

   • Autosupplement: Check if an auto supplement will be available for this product. More information on auto supplements is available later in this guide.

   • For Advertising: Check if advertising is sold in this product. This will be automatically checked if the product is created by way of the Advertising module.

5. Click the Save button in the bottom right corner.

6. Once a product has been saved, you can navigate to it and open it. In addition to the profile information, you just filled out, you will see more information tabs which are detailed below.

   

Duplicate a Product

If you need to create a new product that is similar to an existing product, duplicating a product makes the process simpler.

1. Highlight the existing product you would like to duplicate.

2. Select Create Duplicate Prd in the activities panel on the right.

   

3. A duplicate product window will appear.

4. Enter a unique product code for the new product. It cannot be the same as the original product you are duplicating.

5. Select which details of the original product you would like to copy to the duplicated product.

   

6. Click Create Duplicate.

7. Review the new product notebook and make any additional changes as needed.

Additional Configuration

Profile Tab

In addition to the attributes that we filled out when creating the product, you can also add a product description and photos for the web.

1. When you open a product, the profile tab will be displayed initially.

2. To add a product description for the web, select Edit HTML Profile.

   

3. This will open a WYSIWYG editor where you can insert detailed product information.

4. Click Save.

5. To edit the product photos, select Manage Photos.

   

6. Use the tabs across the top to select which photo you would like to upload, such as the thumbnail or profile photo.

7. Click Select Photo and use your computer’s file system to select the photo you would like to upload.

   

8. Select Upload Photo.

9. Repeat for any additional photos, and then close the Photo Manager.

Taxonomy Keywords

Taxonomy settings can also be added from the product profile tab. More information on configuring Taxonomy Terms is available in the Taxonomy Guide.

1. Select the Taxonomy Keywords tab in the Product Notebook.

   

2. A list of available taxonomy terms will appear in a new window.

3. Check the boxes for the appropriate terms.

4. Save changes and close the window.

Accounting

To enter the appropriate revenue account:

1. Click Edit Accounting CD and a Enter Accounting/Ledger Code window will appear.

   

2. Select the general ledger code for the product from the dropdown menu.

3. Press OK to save and close the window.

4. Select save to save your changes.

Sticky Notes

1. Sticky notes allow you to enter free text for your own internal reference.

2. In the product profile, select Sticky Note in the activity panel on the right.

   

3. Enter your notes.

4. Save changes.

Documents Tab

You can attach documents to products for tracking purposes.

1. Select the Documents tab.

2. Press the Add Record button and a new window will open.

   

3. Use the following fields to record information related to this document.

   • Owner Type: This will default to Product and should not be changed.

   • Product: This will default to the Product CD of the product to which you are attaching the document and should not be changed.

   • Doc. Date: Enter the date the document was saved or the date it was created.

   • Title: Enter the title of the document. This is a required field.

   • Subject: Add the subject of the document.

   • Description: Add a description of the document.

   • Doc. Type: Select the appropriate option from the drop-down menu. This is a required field.

   • Classification: Select a classification from the dropdown.

   • Priority: Select a priority level from 1 to 5.

   • In Database?: Select Yes if document is to be stored in the database. Select No if you want to create a pointer to the file saved outside of the database.

   • File Type: Select Text, Image, or Other.

   • Source File: Press the Select button to open your file manager. Navigate to the file location and click Open. The Source File and Source Path will be filled in.

4. Save changes.

Ordering Products

Unlike event registrations and dues, product orders do not have a separate record to track the details of the purchase. All of the purchase details for products reside on the invoice.

Creating a Product Order

This section provides an outline for basic product orders. For detailed scenarios such as multi-warehouse shipping, please review the section on shipping and tracking.

Working with Individuals or Organizations

1. Open the Individual or Organization Profile for the person or organization that is ordering the product. If the record cannot be found, add a new Individual or Organization Profile.

2. Open the Activities Panel dropdown and select the Purchase button to start a new shopping cart for that individual or organization.

   

3. Now that you’ve initiated a new cart, a notice will appear in the bottom left corner of ClearVantage to inform you the individual or organization you are working with.

   

Adding a Product to the Cart

You can add a product to the cart from the product list or from the product notebook.

1. From the main menu, click "Services" and select "Products"

2. A list of products will show.

   

   1. Search for the product to be added to the cart and select the product row in the list, by clicking anywhere in the row of the product. You can also click on the "Product CD" link to open up the product notebook. The steps below are the same steps to follow if you are adding a product to the cart from the product list or product notebook. For more information on searching for products see the Search for Products section in this guide.

3. In the "Activities Panel", on the right, select "Add to Cart". If more than one of the same product is needed, or the price of the product needs to be edited, select "Add to Cart (adv)" and enter the quantity and/or price of the product and click on "Add to Cart".

   

   

4. A confirmation window will show. To continue adding products, select "Cancel".

   

5. Once the last item has been added to the cart, you can select "View Cart" to go to the cart and view all the items in the cart, or "Checkout" to pay for the items in the cart.

   

For more information on how to edit the cart, please see the View/Edit the Shopping Cart section in the Cart guide.

Checkout

1. Once you have completed adding products to the cart, select "Checkout" in the cart or directly after adding the products in the confirmation window.

   

2. In the middle section, provide the shipping and billing address information. The individual's or organization's address information will be displayed if it is already in their profile.

3. To bill the individual’s organization, select the "Bill to Organization" checkbox.

   

4. Enter the payment based on the instructions for entering payments in the Finance for General Users Guide. If the individual has payment information stored to their profile, you can select the "Copy info from user profile to card billing" checkbox at the bottom, to autofill their payment information.

   

5. When finished, select the payment type on the right and enter the payment information and click "Process Payment". If you are just creating an invoice, select on the "Invoice" payment option and click on "Create Invoice".

For more information on checking out, please see the Checking Out section in the Cart guide.