Catalog Settings Overview

RepairQ offers a wide variety of catalog and inventory control settings in order to adapt your catalog and inventory to match your business rules and policies. These settings allow you to maintain an accurate history of sales, repairs, and inventory.

Quick-Jump to a Section

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Accessing Catalog Settings

On the Navigation Bar, go to Settings -> Company Settings.

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On the Settings Overview page, scroll down to the Catalog section. From here, you can view all of the catalog settings available.

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Item Grids

A catalog Item Grid, in conjunction with your Category Tree, helps to create customizable, visual navigation for your point-of-sale process. This page allows you to set up your grid categories and link catalog items to them.

Item Types

In simplest terms, an Item Type is a classification of items in your store to help organize your catalog. This allows you to assign specific attributes to the entire group of catalog items under these types. Item Types dictate price override allowances, identify whether items are parts or labor, establish parent/child relationships for bundling, and more.

Some reports are organized by item types, so you should create one item type for each category of revenue you want to analyze separately. By default, there are a variety of item types created for use but you can also create new item types and set their characteristics upon creation.

Each Item Type contains many attributes. These are:

  • Name - Assign a name for the Item Type category.
  • Description - Add a description for staff to understand the use of this Item Type.
  • Royalty Percent - If you are a franchise owner, this is the percentage paid based on your licensing agreement. Royalty amounts can be viewed in the Accounting Summary Report.
  • Flag the entire ticket as royalty exempt - When an item created under this Item Type is added to a ticket, the entire ticket will be exempt from royalties.
  • Flag the ticket item as royalty exempt - When an item created under this Item Type is added to a ticket, the ticket item itself will be exempt from royalties.
  • Can Override Price - This will allow you to override the price of ticket items created under this Item Type when they are added to a ticket.
  • Enforce Catalog Item price for inventoried items - This will enforce the price of any inventory items created under this Item Type based on what is set in the Catalog.
  • Disable Wholesale pricing - This will disable wholesale pricing for items created under this Item Type.
  • Apply Use Tax? - This will apply a Use Tax to items created under this Item Type, as defined by the user.
  • Labor/Service - This will allow you to track hours for labor and helps RepairQ calculate the cost of services. This also affects the parent/child bundle relationship used for items. See Catalog Items: Bundle Relationships, Auto-Bundling, and Auto-Adding Items for more information.
  • Part - This marks the Item Type as a part for the purpose of the parent/child bundle relationship used for items. See Catalog Items: Bundle Relationships, Auto-Bundling, and Auto-Adding Items for more information.
  • Allow Bundling (as parent item) - If the Item Type is marked as a Part, items created under this type can be designated as the "parent" item when bundling.
  • Allow Bundling under Part (as child) - This allows items created under this Item Type to be bundled under a part item as the "child" item.
  • Allow Bundling under Labor (as child) - This allows items created under this Item Type to be bundled under a labor item as the "child" item.
  • Catalog Item Add/Edit Restrictions - This selection has the following options for the Item Type:
    • No restrictions
    • Restrict catalog item management to the Admin role.
    • Restrict catalog item management to location-specific items, excluding Admin
  • Priority - Assign a number from 0 - 100 to organize the list of item types. Lower numbers will appear higher on the list.
  • Active - This sets the item type as active in the catalog. Unchecking this box will mark the item type as inactive and hide any associated items from the catalog. This will also hide any associated inventory items but will not affect their inventory status.
  • Journal Entry Classification  - This is used for the QuickBooks integration. If this Item Type requires different accounts than what you have configured for your Journal Entry Classifications, you can specify them here. For more information, see QuickBooks Online Integration.

Manufacturers

Manufacturers add an additional level of categorization for catalog and inventory items. RepairQ includes a pre-filled list of manufacturers, and users are able to add new and edit any from the list.

  • RepairQ allows you to filter catalog and inventory items by the manufacturer for search optimization.
  • You can add a "N/A" manufacturer for use on catalog items where a manufacturer doesn't apply. You can also add an "Internal Labor" manufacturer to specifically use on labor items.
  • The Manufacturer field is required when creating a catalog item, so make sure that you've first added any new manufacturers before creating new catalog/inventory items.

Catalog Items

After your Item Types and Manufacturers have been configured, you can begin setting up your catalog by adding Catalog Items. We recommend that you use a standardized naming convention for your Catalog Items for long-term organization.

Each catalog item can contain different attributes. These attributes are divided into sections:

Details

  • Item Type - Select the item type that the item will be created under.
  • Manufacturer - Select the manufacturer of the item.
  • SKU - (Stock Keeping Unit) This is a unique alpha-numeric number that is used for barcodes and quick searches. These are user-generated based on your organizational preference.
  • UPC- (Universal Product Code) You can create a custom UPC for a Catalog Item, or use this field to link an existing UPC to a catalog item. These are user-generated based on your organizational preference.
  • Search Key - Add a searchable tag for this item to help guide search results. Enter a separate search key per line.
  • Bin # - If you have set up an organized way of storing items, you can designate a bin number for holding the item in your store. 
  • Note - You can enter any information related to the item that you would like saved as a note. This note will be visible when viewing the Catalog Item List.

Pricing

  • Cost - Set a default cost that you pay for the item.
  • Price - Set a default price that you charge for the item.
  • Price Including Tax - Set an amount that includes price + tax. This will refactor the price of the item based on the tax(es) assigned to achieve the desired amount.
  • Advertised Price - Set a variant price that can be advertised on Qsite.
  • Allow Cost Override - This allows you to change the cost of the item when added to a ticket.
  • Allow Supplier Override - This allows you to change the item's supplier when added to a ticket.
  • Price Advertised - This enforces the "Advertised Price" when viewing the item on Qsite.
  • Can Override Price - Allows you to change the price of the item when added to a ticket.

Behaviors

  • Repairable - This applies to an item you will perform repairs/services for. If an item is marked as repairable, it will allow you to attach this catalog item as a Repair Device on a repair ticket.
  • Inventoried - This applies to items that you will keep a count of physical stock of in your store.
    • Serialized - Do you want to serialize each individual item under this catalog item? This will require you to enter a valid serial number when adding an item to a ticket.  This is great for tracking ESN/IMEI on phones or for tracking high-dollar merchandise/parts to deter theft.
    • Restocking fee - Allows you to set a mandatory restocking fee for returned items.
    • Reorder Point - Generates a warning for the item when the combined Instock and Ordered quantity falls below the designated amount. 
    • Reorder Amount - Default quantity to be ordered on a Purchase Order (PO).
  • Advertised - Shows the item/service on Qsite.
  • Only for Service Programs - This item can only be added to a ticket if processing a service claim.
  • Active - This sets the item as active in the catalog. Unchecking this box will mark the item as inactive and hide it from the catalog. This will also hide any associated inventory items but will not affect their inventory status.
  • Royalty Percent - If you are a franchise owner, this is the percentage paid based on your licensing agreement. Royalty amounts can be viewed in the Accounting Summary Report. This amount can override a different amount set at the Item Type level.
  • Flag the ticket item as royalty exempt - When adding this catalog item to a ticket, the ticket item will be exempt from royalties.
  • Flag the entire ticket as royalty exempt - When adding this catalog item to a ticket, the entire ticket will be exempt from royalties.

Additional

  • Item Scope - Select whether the item will be created as a Global item or a Location-only item. Global items will appear in the catalog for all locations, while Location-only items will only appear in the catalog at the location where they were created.
  • Journal Entry Classification - This is used for the QuickBooks integration. If this item requires different accounts than what you have configured for your Journal Entry Classifications, you can specify them here. For more information, see QuickBooks Online Integration.
  • OEM Program - Allows you to designate the item for use with either the Apple IRP or Samsung GSPN service programs.
  • Has QR Code - This is only applicable to the Samsung GSPN service program. This allows you to scan the QR code information on replacement parts during the claim process.
  • Image - Allows you to add an image to the item. You can upload an image from your device or select an image from the Catalog Item Images library.

Below are some general recommendations for setting up your catalog:

  • Create a catalog item for each distinct item that you want to add to a ticket. This helps with tracking and reporting as Revenue reports, Productivity reports, and Marketing lists are all organized by catalog item.
  • Create separate catalog items for devices that you both sell and repair. For example:
    • iPhone 13 - This is a general device name. Only use this item for repairable devices (that match the item name). Make sure that you select the Repairable attribute for this item so that you can designate it as the Repair Device on a Repair ticket.
    • iPhone 13 128GB Midnight - This is a descriptive device name. Only use this item for devices that you sell that match the item name. Make sure that you select the Inventoried attribute for this item so that you can add it to your inventory either manually, through a PO, or from a Trade-in.
  • Create a catch-all catalog item for rare or uncommon repair devices. You can specify the device make, model, or other identifying information in the Repair Device description field. Name this item "Other", "Misc", "Uncommon", or something similar.

Item Images

RepairQ provides a pre-filled image library that you can use to add images to any catalog item that you create. If you prefer to use your own images, you can upload them to the image library from your device. You can also replace any of the existing images or delete them.

Carriers

Selecting a Carrier adds an additional level of categorization for inventory items. RepairQ includes a pre-filled list of carriers, and users are able to add and/or edit any of them from the list.

  • RepairQ allows you to filter inventory items by the carrier for search optimization.
  • Selecting a carrier is not required when adding inventory items, but you can add a "N/A" carrier in order to take advantage of the filter functionality when a carrier doesn't apply.
  • Make sure to add new carriers to the carrier list first, before attempting to select them on an inventory item. Selections are only visible after the category is created.

Suppliers

Suppliers are used in identifying the source of inventory items added into RepairQ. Selecting a supplier is required when adding inventory manually or through a PO. RepairQ includes a pre-filled list of suppliers, but users are able to add/edit any of them from the list.

  • Make sure that you've first added any new suppliers to the supplier list before attempting to select them on an inventory item or purchase order. Selections are only visible after the category is created.
  • RepairQ allows you to filter inventory items by supplier for search optimization.
  • You can add a "N/A" supplier for use on inventory items where a supplier doesn't apply.

Shippers

Shippers are used when you need to ship an item to a different facility for the repair work to be completed and when sending an RMA batch to a supplier. Shipper information can be found in the Logistics section of a Repair ticket. RepairQ includes a pre-filled list of shippers, but users are able to add/edit any of them from the list.

Inventory Conditions

Inventory Conditions are used to describe the condition of inventory items that are entered into RepairQ. Selecting an inventory condition is required when adding inventory manually or through a Trade-in ticket.

  • RepairQ allows you to filter inventory items by inventory condition for search optimization.
  • Priority lets you assign a number from 0 - 100 to an inventory condition, in order to organize the list. Lower numbers will appear higher on the list.

Inventory Statuses

Every inventory item in RepairQ has an inventory status associated with it, which allows you to keep a full history of the item. Statuses are crucial in maintaining accurate inventory levels and detailed sales reporting.

Purchase Order Statuses

Purchase Orders advance through different statuses to let users know which stage they are currently in. You can customize the name of your purchase order statuses, however, the functionality tied to them will remain the same.

Print Label Pages

Catalog Item Label pages can be very beneficial to use as general pricing sheets, as a reference for common sale items/services to scan at checkout, and as inventory scan lists for items that don't have their own labels.

 

 

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