Product Profiles

Profiles are sets of defaults that determine characteristics common to various classifications of product. These defaults include options, such as those that determine the quantity style, price decimals, unit description and so on. They are defined using the Profiles command on the Maintenance submenu of the Purchase Orders module and assigned to products using the Profile list box on the Product File form. You can set up as many profiles as you want, but you must create at least one.

Product items are maintained in Purchase Order Processing only if you do not use the Stock Control application. The Maintenance menu is not displayed if Stock Control is used - in this situation stock items are managed in that application. You also have the additional benefit of being able to maintain and report on stock levels and have control over multiple warehouses.

The P.Orders - Maintenance - Product File form provides the means to record descriptions, prices and analysis information that will enable you to raise purchase order documents efficiently. Product Profiles and Product Categories can also be maintained in Purchase Order Processing and linked to each product item.

Decimal or Factored Quantities

An option on the profile record determines whether the units for product records using the profile are decimal or factored. You use factored items to identify products that are managed in different units of measure. This depends on the nature of the product itself. Typically, a factor represents the number of items 'per pack'. When you create purchase orders, the basic unit of quantity will be the pack. If you select the Allow Split Pack option, this indicates that it is possible to enter part of a pack. Pricing is calculated accordingly, but you can also add a percentage surcharge for splitting the pack if appropriate.

Example:
You buy wine per case of a dozen bottles. In the Quantity Style list on the Profiles form, you select Factor and then under Factor you enter 12 in the Quantity box so that the cost and selling prices will be expressed 'per dozen'. You also buy individual bottles, so you select the Allow Split Pack option.

Profile Entries

Box	Description
Profile	A unique reference for the profile. You can add a corresponding description in the Description box.
Quantity Style	An option that determines whether the products associated with the profile are maintained in either decimal quantities (counting to base ten) or factored quantities (counting to a base other than ten; such as dozens, pounds and ounces, and so on). You can select either Decimal or Factor from a list.
Unit Description	The description of the unit. This is the 'pack' name. For example, you might choose CASE for wines or DOZEN for eggs, and so on.
Quantity	The quantity of the pack that is to be factored for pricing, ordering and so on. This only applies if you have selected 'Factor' in the Quantity Style list. The application calculates the price out by dividing fractional quantities by the factor. Factor quantities are entered in a special format. For example, if the factor quantity is 12, a quantity entered as 1/6 on a movement processing form will indicate that this is half the pack and the price will be calculated accordingly.
Allow Split Pack	An option that determines whether the item is sold in part packs or in complete packs. This only applies if you have selected 'Factor' in the Quantity Style list. If the option is cleared, it will not be possible to sell part of the pack quantity identified in the Quantity box.
Split Pack Surcharge	A percentage surcharge to be applied to the calculated part-pack price when a factored item is split. This only applies if you have selected 'Factor' in the Quantity Style list and selected the Allow Split Pack option.
Quantity Decimals	The number of decimal places to which quantities of the product are ordered. This only applies if you have selected 'Decimal' in the Quantity Style list.
Price Decimals	The number of decimal places that applies to selling and cost prices. Prices can use up to six decimal places. Note that when product orders are generated for foreign currency suppliers, prices are automatically set to the number of decimals associated with the currency record defined on the System Exchange Rates form in the System module, unless you select the Foreign Unit Decimals option on the System Preferences form in the System module.
Selling Price is Cost+	The percentage uplift on the cost price that determines the selling price. This is optional and you only need enter a percentage if that is the way in which you want your selling prices determined. The selling price is calculated from the cost price entered in the stock and warehouse files. Warehouses only apply if you have multi-warehouses feature activated. If you want to determine the selling price in a different way, leave this box blank.

Box

Description

Profile

A unique reference for the profile. You can add a corresponding description in the Description box.

Quantity Style

An option that determines whether the products associated with the profile are maintained in either decimal quantities (counting to base ten) or factored quantities (counting to a base other than ten; such as dozens, pounds and ounces, and so on). You can select either Decimal or Factor from a list.

Unit Description

The description of the unit. This is the 'pack' name. For example, you might choose CASE for wines or DOZEN for eggs, and so on.

Quantity

The quantity of the pack that is to be factored for pricing, ordering and so on. This only applies if you have selected 'Factor' in the Quantity Style list. The application calculates the price out by dividing fractional quantities by the factor. Factor quantities are entered in a special format. For example, if the factor quantity is 12, a quantity entered as 1/6 on a movement processing form will indicate that this is half the pack and the price will be calculated accordingly.

Allow Split Pack

An option that determines whether the item is sold in part packs or in complete packs. This only applies if you have selected 'Factor' in the Quantity Style list. If the option is cleared, it will not be possible to sell part of the pack quantity identified in the Quantity box.

Split Pack Surcharge

A percentage surcharge to be applied to the calculated part-pack price when a factored item is split. This only applies if you have selected 'Factor' in the Quantity Style list and selected the Allow Split Pack option.

Quantity Decimals

The number of decimal places to which quantities of the product are ordered. This only applies if you have selected 'Decimal' in the Quantity Style list.

Price Decimals

The number of decimal places that applies to selling and cost prices. Prices can use up to six decimal places. Note that when product orders are generated for foreign currency suppliers, prices are automatically set to the number of decimals associated with the currency record defined on the System Exchange Rates form in the System module, unless you select the Foreign Unit Decimals option on the System Preferences form in the System module.

Selling Price is Cost+

The percentage uplift on the cost price that determines the selling price. This is optional and you only need enter a percentage if that is the way in which you want your selling prices determined. The selling price is calculated from the cost price entered in the stock and warehouse files. Warehouses only apply if you have multi-warehouses feature activated. If you want to determine the selling price in a different way, leave this box blank.