Product Kits and Product Groupings

Created by Kevin Schmidt - HCPro, Modified on Thu, 9 Oct at 3:15 AM by Kevin Schmidt - HCPro

This SOP provides information on how to create product kits and product groupings in Aptify.

Contents

Access the Products Service. 2

Kit & Warehouse Fulfillment Setup Notes. 14

Diagrams. 15

Product Visibility and Accessibility. 16

Access the Products Service

Open the Product Maintenance application in Aptify. Navigate to the Product service and right click on the word Product. Select New Products Record.

General Tab

After the new record opens, fill in all the Red fields on the General tab of the product.

Enter a name in the Name field.
Select the appropriate Category.
1. Ex: eBooks for digital books, Publications for sellable pub products with inventory that will ship, etc.
2. Use the binoculars next to the Category field if you are unsure.
Select a Type for the product.
1. The product’s functionality is dependent on the Type.
2. Ex: Meeting activates the CEU tab of a product, Publications activates the Publications tab, etc.
3. Once product record is saved, Type cannot be changed.
4. Select an entry for Distribution Type.
1. This field determines how the product should be fulfilled. [MJ1] Examples of the most relevant ones are below.
2. Hard Shipment: Used for products that need to be physically shipped by the warehouse.
3. eBook: Used for digital eBooks.
4. Immediate: Used for products that the user will have immediate access to after purchasing. Does not include eBooks.
Select Top Level Item.
1. This will make it appear at the top of search results on the web store.
Enter the dates for the product’s Available On and Available Until.
1. These dates can be typed in as opposed to using the calendar to search.[MJ2]
2. [KR3] As soon as the Available Until date has passed, the product will be unavailable to customers. If the product should remain available indefinitely, set a 12/31/2049 date to account for this.
3. There is a task that is run by Aptify every day that unchecks Currently Sold on products whose Available Until date has passed.
4. The time is not considered for these dates. The effect takes place at midnight, when the date changes from one day to another.
Select an appropriate Primary Service Line from its drop-down menu.
Copy and paste the Name entered in step 1 into the Invoice Description field.
Select the Save icon at the top left corner of the product record to save the record.

Details Tab

Navigate to the Details tab.
Enter a Product Code in the Product Code field.
Select the Fulfillment Type.
1. AHIMA is for items AHIMA will fulfill.
  1. This is true for virtual, non-inventoried products.
2. Third Party is for when fulfillment will be done by a third party.
  1. This is true for books and ebooks.

Web Tab

Navigate to the Web tab, then the General sub-tab.
Select Web Enabled if product can be purchased on myAHIMA.org.
Select Exclude From Search if you do not want the product to be searchable through the website search.
1. This will keep the product private and only accessible to those who receive the product link.
Enter a Web Name.
1. This will be the display name for the product on the web.
Leave Web Page Type as the default (Generated).
Add the Web Description.
Navigate to the Long Description sub-tab.
Enter a detailed product description.

Prices Tab

Navigate to the Prices tab.
Enter in the price structure for this product.
Use the New icon to add a new line for each price. Each price represents the price for the respective membership types.

Enter the required red fields on the Prices Record.
1. Select from the drop-down menu for Name. List price represents the Non-member price.
2. Add the Price. Leave Includes Tax unchecked and select the Default checkbox for the List Price record only.
3. Select the Member Type accordingly and leave Include Sub-Member Types checked.
4. Leave Type as Regular.
5. Enter the Start Date. This is the date the product will be available for sale. Leave End Date blank unless the price will expire. If it does expire, another Prices Record will be needed to reflect an updated price after the previous record’s expiration.
6. Leave the rest as is and click OK if there are no other Price Records to create. Click OK and New if you’ll be creating another Prices Record.

Assembly Tab

Navigate to the Assembly tab.

Here is where the product can be made into a Kit Product or a Product Grouping. A Kit Product is a set of products that will always be sold together. A Product Grouping is a set of products that allows the customer to select the items they would like to purchase from a list.

Select a value for Kit Type.
1. A Standard Product is the default setting and does not allow sub-products.
2. A Kit Product causes the product and its sub-products to be treated as an all or nothing package. The kit can only be bought together in its entirety.
3. A Product Grouping causes the product and its sub-products to act as a group of products. When purchasing a product set up as a Product Grouping, the sub-products can be included or excluded as needed.
4. When creating Kit Products for products that have inventory that will also ship, always select the Assemble using Inventory from Sub-Products. This ensures that the Kit Product’s inventory will fulfill based on available quantity on hand of its sub-products.
5. Once the product record is initially saved, the Kit Type and Assemble using Inventory from Sub-Products fields cannot be changed.
Select the New icon to add sub-products.
On the Parts Record, search for the Sub Product.
1. This can be done by entering in the product name, product code, or product ID.
Enter the Quantity.
1. This represents the quantity of the sub-product to be included in the kit. The typical value is 1.
Enter the % of Revenue.
1. The revenue percentage is split between all sub-products and must add up to 100% for all sub-products.
Click OK if you are complete with this record or click OK and New to add more sub-products.

Inventory Tab

Navigate to the Inventory tab.
Enter an estimate of the product Dimensions.

The fields are:

Unit Weight

Unit Height

Unit Width

Unit Depth.

Publications Tab

Navigate to the Publications tab.
Enter the Publisher.
Enter the Date Copyright.
Enter the ISBN.
1. This should only consist of numbers. Do not include any dashes.
Enter the Warehouse Code if necessary.
1. The Warehouse Code field is used when we want to send a different Product Code to the warehouse than the Product’s default Product Code. If the default Product Code will suffice, then the field can be left blank.

Third Party Tab

Navigate to the Details Tab and then the Third Party sub-tab.
Select the appropriate value from the Third Party Provider dropdown.
1. This field is only necessary to have a value when the product is to be fulfilled by a third party provider.
2. Area9: eBooks that are hosted or fulfilled by Area9.
3. Vital Source: eBooks that are hosted or fulfilled by Vital Source.
4. Walsworth: Physical books and products that will have their code sent to the warehouse.

This completes the product setup. Save record and close the product.

Kit & Warehouse Fulfillment Setup Notes

It is important that everything within a kit that is inventoried has appropriate inventory. The parent and child products are treated as a single entity (all or nothing) when processed for fulfillment. The kit’s products cannot be split into separate orders when any inventoried component of the kit doesn't have inventory. That means that if a component of a kit has inventory and another does not, then the entire kit is either held back from transmitting to the warehouse or split into a back order.

All the products in the kit that are set up to have inventory need to have inventory for the order to be processed and sent to the warehouse. If only one product is to be transmitted to the warehouse for the entire kit, then only one component of the kit should be inventoried. The kit product itself can also be the only inventoried product.

The child products of the kit that represent the physical book need to be dummy products when the legitimate book product can be sold individually on its own. These dummy products typically have the same product code as the original with an extra C character at the end. In this case, the kit itself will be inventoried and the child products will not be. (See example 1 below.)

If the actual book product is used in the kit, then two codes will be sent to the warehouse – the kit and the book. The only time this would be valid is if the book product in the kit is the only code for that order line getting sent to the warehouse. Which means, in this case, that the kit itself is non-inventoried. (See example 2 below.)

For this to work, given that it is a kit, and the correct product is sent to the warehouse (without being put into a backorder), then the following need to be in place:

The product whose code is to be sent to the warehouse needs the following:

Requires Fulfillment = true
Requires Inventory = true
Have available inventory
Distribution Type = Hard Shipment
Fulfillment Type = Third Party
Third Party Provider = Walsworth (Details Tab -> Third Party tab)

Everything else in the kit (including the kit itself if it is not to be sent to the warehouse) must be set up with the following:

Requires Fulfillment = false
Requires Inventory = false
Not have inventory
Distribution type = anything except Hard Shipment
Fulfillment Type = anything except Third Party

If there are dummy products in the kit, they need to be set up with the following in addition to the properties described in step 2:
1. Web Enabled = false
2. Exclude From Search = true

Diagrams

Below is a diagram showing two possible configurations for a kit, and it depicts which code will get sent to the warehouse for each configuration.

Product Visibility and Accessibility

The table below describes how the visibility settings of a product will affect the visibility and accessibility in both back office and on the MyAHIMA web store. The columns on the left depict the state of the product settings. The columns on the right depict the visibility and accessibility of the product.

[MJ1]I think we should add what the distribution types determine in terms of order shipping or not shipping since this seems to be a problem area.

Something like: Hard Shipment means it is a physical product that is shipped by our Warehouse.

[MJ2]Given the recent issues we had with Products having incorrectly set Available Until, maybe we add another line such as: “As soon as the Available Until date has passed the product will be unavailable to customers. If the product should remain available, set a date far enough in the future to account for this”

[KR3]Thank you and will do. This is good advice.

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