Item Setup


				

Contents

Overview

The Item Setup page is where all of the items and products that are sold in your facility are added and managed. There are two (2) steps in making an item available for sale:

  • Adding the item.
  • Adding the price and applying that price to a Business Unit.

The same item can have a different price at different locations e.g. the "Standard PT (1 hr)" rate may be $65 at one facility and $75 at another, but they are set up as the same item.


Pricing Do's and Dont's...

  1. You can ONLY edit or delete a price that starts in the FUTURE!!!
  2. A current price can not be edited or deleted with the exception of adjusting the END DATE.

Within the Item Setup is the Scheduler functionality. This functionality is for Service items ONLY and will only be activated if you make specific selections during the set up of that item (see Scheduler Settings below). If you are not using the Scheduler, the configuration is not required.

Configuring Items

Items are added and listed in the left section and after you save, you subsequently add pricing and apply it to a location in the right section in the Item Price tab. You can also add or view other information in the other tabs in this section:

During the Add Item process, the specific Item Type selection you make will determine what additional fields, if any, will display in the lower right portion of the page.

Adding an Item

When you click the Add button, only the left panel will be active.

To Add an Item:

  1. From the Launch Pad, click System Configuration in the left navigation panel.
  2. In the Inventory, Activities & Related Settings section, select Item Setup.
  3. In the left panel, click the Add button. The New Item page displays.
  4. Enter the product name in the Name field.
  5. Enter a description of the product in the Description text box (optional).
  6. Select the type of item from the Item Types drop-down list.
    1. These are hard coded entries (Access, Fee, Gift Card, Product, Service, Rental) and can not be altered.
    2. The option you select in this drop-down list will determine what additional configurable fields, if any, display in the lower right portion of the page (See Item Types Below).
    3. Once you sell this Item for the first time, the Item Type can not be changed.
  7. Enter an Item Code and Item UPC (Universal Product Code) in their respective text boxes.
    1. The UPC is a barcode symbology, or a specific barcode type, that is a common merchandising tool. (NOTE: The Search feature in POS actually searches on this number when trying to locate an item.)
    2. You can also enter the Item Code when doing an item search in POS.
  8. Select a Category and Sub Category from their respective drop-down lists. These are populated from what you add in the Category Setup section of the System Configuration.
  9. Select a Revenue GL Code, Recurring GL Code, and Deferred Revenue GL Code from their respective drop-down lists.
    1. Enter a Recurring GL Code ONLY if this product is set up as a recurring charge e.g. monthly towel service.
    2. A Deferred Revenue GL Code is used for activities, access items, or services where the revenue will be recognized over an extended period of time.
  10. Select a tax group from the Tax Group drop-down list.
  11. In the Receipt Section:
    1. Use the up and down arrows to have Additional Receipts printed after the purchase of this product e.g. Membership Agreements.
    2. Enter a message in the Receipt Message text box (unlimited characters).
      1. This message displays in a section at the bottom of the receipt and on any Invoice when making a back office payment.
      2. If this item is sold multiple times in a transaction, the message will only print once.
      3. If multiple items with configured messages are sold in one transaction, each message displays at the bottom of the receipt in the order in which the items appear in the transaction.
  12. In the Availability Section:
    1. The Date available from field defaults to Now. This means the item will be available immediately when saved.
    2. Select an End Date if necessary e.g. a massage special that ends on a certain date.
    3. To edit either of these dates, click the down arrow to display the Date & Time Picker.
    4. Select the appropriate check box:
      1. Mark as Inactive - This will deactivate this product at ALL Business Units within your Enterprise.
      2. Member Required - This requires that you load a Member into POS to complete the transaction. IMPORTANT NOTE...Selecting this check box does NOT require that the individual purchasing this item be a Member.
      3. Qualified Members Only - This requires that the individual purchasing this item be a Qualified Member.
      4. Available at POS - This makes the item available at Point of Sale (POS). (This is strongly recommended for Products, Gift Cards, Rentals, and Services.)
      5. Available Recurring - This activates the Recurring GL Code field and allows the item to be sold as a recurring charge e.g. towel service, monthly dues, VIP Lounge access, etc.
  13. Click Save.
    Added item with the Product Item Type selected


Item Types

As previously noted, your selection in the Item Type drop-down list will determine what additional fields display in the bottom right section of the page.

Once an Item has been sold for the first time, the Item Type on that Item can not be changed.

The Item Type drop-down list

If you select Gift Card, the Gift Card Restrictions tab will be active during the Item Pricing step. If the item is not a Gift Card, that tab will be inactive (grayed out).

Adding a Price

After you have added and saved the item, it will display in the Items List in the left panel.

To Add a Price:

  1. Click the item in the left section to activate the Item Price section (right).
  2. Click Add. This activates the Row Editor.
  3. Select the Enterprise, Division, or Business Unit to which you want to add this price in the Apply To drop-down list (required).
  4. The Start Date field defaults to Now.
    Item Config 08.png
  5. To change the start date, click the down arrow. The Date & Time Picker displays with the Now check box selected and the remainder of the information fields inactive.
    • Clear the Now check box. The calendar and date information will activate.
    • The current day will be highlighted (red box). Click the day you want this price to start, which will highlight that day in gray.
    • Select the time you want to activate this price in the Time drop-down list.
    • If you select the Everywhere check box, the Time Zone drop-down list deactivates, and click OK.
    • If you leave the Everywhere check box cleared, select a time zone from the Time Zone drop-down list and click OK.
      The Right Now check box on the Date & Time Picker.
  6. If applicable, select an End Date. The process is the same as above except the Now check box does not display.
  7. Enter a Price (required).
    • If you selected the Template check box for a Service Item, a price CAN NOT be added to that item at this point.
    • If you enter a price a Warning Message displays and the price will not save when you click away from that product.
    • The price for this item is entered when you Add a New Event.
  8. Enter the price for Qualified Members in the Qualified Members Price field.
  9. If you would like to have the ability to override the price, select the Price Override check box. This will activate the Max Price and Min Price fields (Maximum and Minimum).
  10. The price you entered previously will automatically populate the Max Price field.
  11. Enter a Min Price.
  12. Click the Update button.
    Adding a Price to an Item

Quantity Pricing

Quantity Pricing can be set up for any Item Type. The primary intent of this functionality however, is for it to be used for Products and Services because, for example, a Bundle Price will typically override the regular price of that item.


IMPORTANT...Quantity Pricing follows standard MosoMRM pricing rules where only a pending price, NOT a current price, can be adjusted.


To Add or Adjust Quantity Pricing:

  1. Go to an item with a pending price or add a new price to that item.
  2. If you chose to adjust a pending price, skip to Step 5.
  3. If you choose to add a new price:
    1. Click the Add button to activate the row editor.
    2. Add the required data in the normal manner.
      1. In the Start Date pop-up window, do NOT select the right now check box.
      2. Ensure that the Start Date and Time for this item price are in the future and click the Ok button.
  4. If all of the other data is correct, click the Update button on the row editor. The Adjust link in the Qty Pricing column displays.
  5. Click the Adjust link. The Adjust Prices pop-up window displays.
  6. Click Add.
  7. Enter a Start and End Quantityin the first row (the Start Quantity will default to "1").
  8. Select an Adjustment Type from the drop-down list (Percentage Off or Amount Off are your only choices).
  9. Enter the value amount in the Adjustment Value text box. At this point, and since this is a required field, the Update button will activate.
  10. Click the Update button. The Effective Price field now displays the price for these quantities.
  11. Repeat Steps 6-10 for any additional quantity pricing levels. Click the Done button.
    Completed Adjust Prices pop-up page.

If you selected "Percentage Off" and entered "10" in the Adjustment Value text box (as in the above screen shot), 10% will be taken off that price for those specific quantities.

If you selected "Amount Off" and entered "10" in the Adjustment Value text box, $10 will be taken off that price for those specific quantities.


If there is a GAP in your quantities e.g. your next discount goes from purchasing ten (10) to twenty (20) units, the product reverts back to the ORIGINAL price for a purchase of 11-19 units.

GAP in the Quantity Pricing

If the quantities OVERLAP in any way, an error message is thrown when you click the Update button.

OVERLAP in Quantity Pricing
OVERLAP in the Quantity Pricing
Error Message when an overlap in the Quantity Pricing is dectected

Loyalty Rewards

The Loyalty Rewards program in MosoMRM is a tiered point system in which points are earned for purchases, activities, or other actions and participation within your club, region, or enterprise. Based on the point levels you configure, known as Point Categories, you can redeem these point for discounted or complimentary items and services.

Three (3) additional settings are available when you set up an Item Price.

  • These setting display ONLY IF you activate the Loyalty Rewards functionality in the application. If it is not activated, these three (3) settings will not display in the Item Price tab.
  • Items MUST be configured here to be added to the Loyalty Program.

These three (3) additional settings determine how each Point Category you configure affects this specific item, if a specific Point Level is reached. The Loyalty Discount check box is REQUIRED to add this item price to the program for POS purchases.

  • Purchase Points - This applies the configured point value for "Spend" Categories if this item is purchased at this price i.e. if you purchase this item, you get X-Number of points. A very common program for example, is getting "1-Point" for every "$1" you spend.
  • Redemption Points - This applies the point value based on the redemption of this item. This should be applied to redeemable service or access items ONLY (e.g. PT sessions, Massage, Tanning, or if you get points every time you check in to a club).
  • Loyalty Discount - Selecting this check box is REQUIRED for Loyalty Points to be added when purchasing this product, at this price, in POS. If this check box is selected, the discount percentage you entered during the Reward Levels configuration is automatically applied when this item, at this price, is:
    • Purchased at POS
    • You have reached the point requirement.
    • This discount is in addition to any other purchase or redemption perks you may get based on your total point accumulation.
      Adding rewards settings to an Item Price.


If you do not enter a value in the Purchase Points field, it will default to "Use Spend" and use the settings from the Spend Type Point Category.

The default value in the Purchase Points field.

Scheduler Settings

For the Scheduler Settings tab to be activated you MUST select or have added the following for each item:

  • Service Item Type.
  • The Appointment check box must be selected in the Scheduleable section. If Event is selected the button will not be active.
  • You must have already added a Price to this item.

To Add Scheduler Settings:

  1. Click the Scheduler Settings tab. The Edit Service pop-up window defaults to the Details tab with the Name field auto-populated with the selected item.
  2. Select a Service Type. This is a search filter on the Scheduler Calendar user interface similar to an Item Category in POS. It is used as a filter so a staff member or other Service Provider can be linked to that Service Type e.g. on the user interface, you can filter by the "Massage" Service Type to see which Massage Therapists are available during that day and at that time.
    1. The drop-down list will be empty until you add a Service Type.
    2. If the appropriate Service Type is listed, select that Service Type. It will be applied to the item when the form is saved.
    3. If the appropriate Service Type is not listed, click in the New Service Type field and enter a new Service Type. The new Service Type will be applied to this item and be added to the drop-down list when the form is saved.
    4. This is the only location for this data in the system.
  3. Enter a description of the Service in Plain Text or HTML in the Extended Desc. section. The description displays if you select this item during the online registration process for Services.
  4. The Length is the amount of time that is blocked off on the Scheduler when this item is booked.
    1. The Fixed Time radio button is the default.
    2. For a Fixed Time, select the desired length (days, hours, minutes) of this service for scheduling purposes.
    3. The User Select Additional Time radio button gives you the ability to add additional time increments to the Service.
      1. This functionality is available as a Booking Option in the online Scheduler ONLY.
      2. Select and Additional Time Increment from the drop-down list (e.g. 5 Minutes, 30-minutes, etc). This is the time increment that an Appointment can be extended.
      3. Select the Maximum Time (Additional) in days, hours, and minutes that can be added to the Appointment. In the screen shot below, the Service Length is for 60-minute and can be extended in 15-minute increments up to 1-hour and 30-minutes.
        Total time booked on the Scheduler calendar.
        1. These settings could limit which Service Provider can be selected online or, pending on your Hide Staff Member Choice/Internal Only check box settings above, can be automatically selected from the available Provider list.
        2. A Service Provider MUST have that additional time available in their Scheduler calendar to be selected online e.g. a 60-minute Massage has been configured to be extendable in 15-minute increments, up to 90-minutes. You would like to book that Massage and extend it 15-minutes BUT that Service Provider has another Appointment for a 60-minute Massage immediately following your requested time. Consequently, that Service Provider will not be available for selection in the drop-down list or you will have to select another day and/or time for that Service when that specific Service Provider is available.
          Top portion of the Edit Service window.
  5. Enter the Lead In Time and Lead Out Time (optional) that will be blocked off on the Scheduler calendar interface when an appointment is added for this Service e.g. additional time needed to setup or breakdown a room, clean the equipment, setup and breakdown any video or stereo equipment, etc.)
  6. The By Time Period radio button defaults to selected and can NOT be cleared.
  7. In the Start Times section, select the button that represents the portion of the hour you want this to start for scheduling purposes.
    1. On the Quarter Hour (:15), Half Hour (:30), or on the Hour (:00)
    2. Absolute Start Times
    3. Time Intervals
  8. Select the Internal Only check box if you want this Service to be scheduled by a User or Receptionist ONLY i.e NOT be available for online scheduling by a customer. If you leave this check box clear, the Service can be scheduled internally and online.
  9. Select the Hide Employee Choice check box the customer will not have a choice of Service Providers during online scheduling. If you select this check box AND the Internal Only check box is CLEARED, the Service will be assigned to the next available Service Provider in the Scheduler system.
  10. Enter a maximum Group Size. You can click in the field and enter the number directly or use the up and down arrows.
  11. Select the Show Party Size check box. If you select this check box, the number of available spots will display in the Scheduler Calendar user interface both for internal and online scheduling.
  12. Select a Calendar Color from the available color spectrum. This is the color that will be displayed for this specific Item on the Scheduler Calendar user interface. If you leave this check box clear, the Item will inherit the color of the basic Service Type e.g. a Training Evaluation will inherit the color of "Personal Training" in the calendar, though they are separate items.
  13. Pre-Appt Booking Restrictions (hrs) and Post-Appt Booking Restrictions (hrs) check boxes:
    1. These are identical to the settings you configured in the Scheduler Settings tab at the Business Unit level (Enterprise Configuration).
    2. These will default to those settings and "Use Location Default" will display adjacent to each check box.
      Displaying the default settings from the Business Unit configuration.
    3. These features give you the ability to override those settings you configured at the Business Unit level and enter restrictions specific to this item.
    4. To override either or both of these settings, select the Override check box for either feature. An adjacent text box activates with a default set to 8 (eight) hours. Click in the box and enter the number of hours in the appropriate text box.
      1. the Online Schedule Start text box if you want to have the ability to override, or internally make Appointments, prior to the default time (see screen shot below).
        Overriding Booking Restrictions.
  14. Select the maximum number of times a Customer can book this Service within the given date parameter in the Max Customer Appointments drop-down list.
    1. Unlimited is the default i.e. you can book this Service as many times as you wish on without any time restrictions.
    2. If you select any other option in the list, a counter field will display and you can enter the number of appointments you can make during the time frame you select (NOTE: If you hover over an selection in the list, the booking restrictions for that item will pop-up, excluding Unlimited, Per Day, Lifetime.
      1. Per Day, Week, Month, Year - if you enter 2 appointments and select Per Week, you can only book this appointment two (2) times per Week.
      2. Every Other Week - if you enter 1 appointment you can book this appointment once, every other week.
      3. Per Week, Month, Year-Rolling - you can book this number of appointments within this allotted time e.g. if you enter 2 appointments and select Per Month-Rolling, you can book this appointment two (2) times Within 30 Days.
      4. Lifetime - if you enter 12 appointments and select Lifetime, you can book this appointment a maximum of twelve (12) times, without a time restriction.
        Maximum Member Appointment options.
  15. Click the Save button.
    Bottom portion of the Edit Service window.
  16. The Availability tab displays when this service will be available based on the Service Providers schedule. The information in this tab is pulled from the information you entered in Schedule tab on the Service Provider's Employee Profile.

Gift Card Restrictions

Gift Card Restrictions give you the ability to set redemption restrictions for Gift Cards, specifically where they can be redeemed and for what items.

The Gift Card Restrictions tab is activated only if you selected the Gift Card Item Type. There are only two (2) types of restrictions:

  1. Location Restrictions
  2. Item Category Restrictions

Location Restrictions, like the Redemption Rules, can be configured at the Enterprise level or are specific to a Business Unit or Division. Subsequently, the Allowed at section will only activate if you select the Selected Locations radio button.

You can designate which Item Categories, and thus the Products within those Categories, a specific Gift Card can be used as a Tender Type in POS. This functionality is akin to the Redemption Rules in Activity Management.

To Configure Gift Card Restrictions:

  1. Click the Gift Card Restrictions tab.
  2. In the Location Restrictions section, select the appropriate check box:
    1. None - There are no Location restrictions i.e. you can use a Gift Card as a Tender Type at all Business Units.
    2. Purchase Location Only - This restricts the use of this Gift Card to the Business Unit at which is was purchased only.
    3. Purchase Division Only - This restricts the use of this Gift Card to the Division at which is was purchased only, and all of the Business Units within that Division.
    4. Selected Locations - This restricts the redemption of this Activity to the specific Business Units that you select in the Allowed at section (below).
      Adding Location Restrictions.
  3. In the Item Category Restrictions section, select the Item Categories for which this Gift Card can be used as a Tender Type.
    Selecting Item Category Restrictions.
  4. Click the Save button.


Item Management

The primary purpose of Item Management tab is to give you a quick view of the quantity on hand for that item at each Business Unit. You can also edit, the Default Max on Hand, Default Min on Hand, and Default Reorder Count values to customize them for each Business Unit. The original values were added when you set up the Product and reflect the Enterprise level defaults.

To edit a value, double click in any Business Unit record, or click the record and then click the Edit button, to activate the row editor. Adjust the necessary values and click the Update button. The Apply To (Business Unit) and Currently On Hand fields are read-only and cannot be edited.

Item Management tab.

Editing an Item

In the left section, do an Item Search or click the specific Item you want to edit and click the Edit button. If using the Search, you can press the Enter key on your keyboard to execute the search or click the Search button.

The Edit {Item Name} page displays, which is identical to the Add page. Make your edits and click the Save button.

All of the fields on the Edit page are editable with the following exception for Service Items:

  1. If the Item has been designated as an Event (Scheduleable section, Event check box) AND
  2. That Item has been purchased at least once...

You can NOT clear that check box and designate the Item as an Appointment.

Item Type Configuration Examples

The following are examples of some specific configuration options.

Childcare Services

Childcare Services, while Service Item Types, are typically based on two (2) primary access factors:

  1. How many Check-Ins you will have per-child.
  2. How many total Check-Ins for a designated time period.

RECOMMENDED Best Practices:

  1. If you are configuring "Daily Child Care" for a daily fee:
    1. Valid For = 1 and Day (this means that the Member has One (1) Day to use the Service or it will Expire)
    2. To check-in multiple children (Unlimited): Select the Unlimited Units check box.
    3. To check-in each child individually (Check-In per Child): Leave the Unlimited Units check box CLEAR and select (or enter) a number of Units in the Units field. If you select ONE (1) Unit and the Member has THREE (3) children, they must purchase a quantity of THREE (3) for this item, typically in POS, to check-in all of three of their children.
  2. If you are configuring "Unlimited Child Care" for multiple children for a flat fee:
    1. Valid For = 1 and Unlimited
    2. Select the Unlimited Units check box.
  3. If you are configuring"Monthly Childcare":
    1. For a flat fee with Unlimited check-ins:
      1. Valid For = 1 and Month
      2. Unlimited Units check box = Selected
    2. For a flat fee but with a capped or limited number of check-ins:
      1. Valid For = 1 and Month
      2. Unlimited Units check box = Clear
      3. Units: How many total check-ins you are including e.g. If you enter "20" in this field, the Member can use up to 20 individual check-ins for one (1) month i.e each child will be checked-in individually and one (1) usage will be deducted from the 20 for each of those check-ins.

Next Step?

NEXT STEP: Bundle Setup..........Previous Step: Statuses

And remember to set your Screen Security when you get to the next page!

Technical Information

Related Information

Inventory, Activities & Related Settings

Agreements
Agreement Templates
Agreement Groups
Agreement Classifications
Portal Configuration
Past Due Batch Cancel
Cancellation Reasons
Bundle Setup
Category Setup
Access Types


Discounts/Adjustments
Item Setup
Reinstatement Reasons
Vendors
Suspension Reasons
Redemption Rules
Inventory Receiving
Inventory Adjustments
Inventory Adjustment Reasons


System Configuration
The MosoMRM User Interface
The MosoMRM Glossary
Setting Up Your MosoMRM System
The MosoMRM Modules
Operation Security
Feature Security Agreement Writer


Rentals Configuration | Enterprise & Location Setup | Inventory, Activities & Related Settings | Data Management | Financial | Sales & Prospecting | Workstations & Devices | Employees & Staff | Tax | Scheduler | Childcare Configuration & Settings | System Maintenance |