A product is defined as an item that is repeatedly sold by your company. It is either made or bought from another supplier. This section will hold the information in regards to the fabrication, the ordering, pricing and specifications of the products.
If your system is product versioning enabled, you can regroup your different products under master products.
This feature allows you, for example:
to create broader size ranges for your products (Tall, Regular, Short, ...).
to keep a record of a product through your seasons with different costing;
to order your products with different suppliers, or different fabrics;
to order custom products;
to develop the specifications of your products and keep a trace of all the stages;
to create a new version of the product with a different kind;
to display custom codes for certain customers;
to accept custom UPC codes given by your customers and separate their products from the normal inventories;
etc.
To browse through the product version, either use the search option to allow searching on childs or use the selector at the top of each product page to pick a different version of the product.
When the versioning is enable, you have the possibility on each prints, exports and reports that contains product information to print a custom product code. You have 3 options:
Product code: Print the master code with no version information
Product version: Print the version name with no master code information
Product code and version: Print both codes, separated. (Master - Version)
Name: Product name
Code: Code given to the product. It should be unique to a product.
Version: In enabled systems, and on child versions. Unique for a given master product.
Type: From the user defined product type list.
Size range: The gradation for this product, as defined from your lists. This cannot be changed after creation.
Sample size: The default size where to apply specification from the library.
Kind: Products can be of two different kinds, which will affect their specifications and life cycle.
Make: Products internally made. Their creation requires fabrics and components.
Buy: Products that are bought from a supplier.
Season and Division: Both from user defined lists. They are defined at all stages of the products life, from its creation to its invoicing.
Group and Collection: More information about the product. From user defined lists.
Status: From a user defined list. Ex.: Costing, production, discontinued &
Default re-ordering threshold: For Buy products: indicate the default threshold where you want to re-order it.
Made in: Fabrication location.
Origin: For buy products. it is their origin
Classification code
CA Number.
Pattern number.
Name (external): A different description for the product, usually the name used by suppliers in the case of Buy products.
Comments.
Alerter enabled: Indicates if the product should raise alerts in some circumstances.
Catalog aware: Indicates if the product is included in the catalog.
Wildcards are enabled on product code, fabric code and component code. You can drag your mouse over the cameras to have a product preview.
This function allows you to create a new product. Make sure that the type and size range are correctly defined before saving your product.
This function duplicates a product and all of its information (costing and specification included, notes not included). A screen similar to the edition will appear. Modify the desired information and click on save.
You can select what items you want duplicated. No selection is equivalent to a new while all selection is equivalent to a perfect copy of the original product (when the size range stays the same).
When your system has the product versioning enabled, you can select to duplicate a current product or to create a child version based on it.
If you change the size range or the sample size, the specification will be adjusted automatically. Be sure to verify this information.
Allow you to change the products header information.
Modifications to the sample index and default threshold do not reflect in the current colors and specifications. They will affect the new ones.
Size range can not be changed.
Product kind can not be changed if the product is in use.
If you system has the product versioning enabled, you can enter a master product to group your edited product under an existing one.
After a confirmation message, this function deletes completely a product. You cannot delete a product that has been in use. Inactivate it instead in the edition screen.
You can get a printable version of the product sheet or cost sheet. Only the specifications tagged as printable will appear here.
From a single product or from a search result (found set), select this function to export the information to multiple formats.
Check all the information you want to export if you chose a text format. If you don't export the product header, a mini-header will be exported to identify the other information.
Tab separated: Use this function to place tabulation between each fields. This format is easily usable in Excel.
Merge: Use this format to use one line per product. Select the repeating field separator for fields that contain more than one information. This is usable in Word.
Generate bar code from inventory: Select the inventory categories you want to create the bar codes. Optionally, you can add quantities to the inventory quantities.
Generate bar code for the selected items: Select this option to create one bar code for each color and size of your selected products.
128B Bar code for products: This option allows you to export a bar code that is readable. The 128B format is customizable in the administration menu. If the format is not available from the administration menu, this item will not appear.
Universal Product Code (UPC): This option allows you to export a UPC bar code. Products that do not possess UPC code will have a new code assigned. Optionally, you can export the readable information. UPC company number is entered in the administration menu. If the format is not available from the administration menu, this item will not appear.
International EAN-13 code: This option allows you to export a EAN-13 bar code. Products that do not possess EAN-13 code will have a new code assigned. Optionally, you can export the readable information. Company prefix number is entered in the administration menu. If the format is not available from the administration menu, this item will not appear.
Three reports are available under the product section. Select the desired parameters and press on print. A blank date means that the reports should be generated with the current values.
This report shows the entire inventory for the selected products, for the date selected (and the selected warehouse, if enabled).
This report shows the inventory value. Select the desired currency, selling price category and price type (and the selected warehouse, if enabled) to show in the report .
This report shows the cumulative inventory quantities for each customers.
When the warehousing is enabled, this report shows the warehouses or bins content for the selected products or for all the existing products.
This report shows all the defined UPC bar codes in your current selection.
This feature allows performing batch operations on your selection or on all your products.
This screen, as well as holding the products basic information, holds the personalized fields, the image and technical image, the care instructions, instructions and product notes.
There can be up to two main images associated with a product. A photo and a technical image are usually used.
Photo: This picture will be used in the catalog and in the products description sheet.
Technical image: This picture will be used in the catalog if no photo is available, and will be used in the specification sheet.
To view in a new window an image, select the eye above it. To edit or remove an image, select the other choices.
The care instructions consist of three parts. They include, possibly, the description in up to two languages and a technical image associated to it.
Select this function to import care instructions from another product or from an Excel file.
Selecting the Add function display the list of care instructions defined in the system. When your selection is done, simply press the Save button next to your selection to add this care instruction to the product. Press cancel at anytime to return to visualization.
Same function as Add, but with a slight difference. You must have a selection in the list of the products care instructions. The new care instruction will be added BEFORE your selection.
Press Edit to change the selected care instruction for another one.
You will be asked for a confirmation. If you press OK, the care instruction will be removed from the product.
Product instructions are custom notes attached to a product specification sheet. They can be linked to an image for a visual instruction.
Select this function to import instructions from another product or from an Excel file.
When you press add, two boxes will appear below the current instructions. While the first one allows you to enter your own text, the second one will fetch from the pre-defined instruction list. When you are done, pressing save will add the instruction to the product. The Printable check box allow to determine if the instruction will print on Production sheet
Insert offers the same functionality as add, but put the new instruction above the selected instruction. The Printable check box allows determining if the instruction will print on Production sheet.
Edit will allow you to change your instructions description. The procedure is exactly like adding an instruction.
On a selection of an instruction, pressing the delete command will show you a confirmation message. If you continue, the products instruction will be forever deleted.
To view the image associated with an instruction, select the eye from the instructions line. To edit or remove the image, select the other choices from the line.
You can add, remove or change a note or file attached to a product.
The fabric and component screen allow you to view and define any components and fabrics used during the manufacturing process of the product.
Fabrics are the main shell of the garment product, and are identified as part of the garment with a Fabric title to match production criterion (Self, Combo, Lining, etc).
Select this function to import fabrics from another product or from an Excel file.
The fabric add command allow you to enter the fabric title (Self, Combo, Lining, etc.), description, the fabric code and its quantity.
The fabric code indicate the fabric used in the product. Either enter the code manually or use the Find button next to the input box to pop a fabric search window. On a valid fabric selection, the fabric name and price will display. Required.
The fabric default quantity is the average quantity used by the different product sizes. Select the quantity and the unit to use. Required.
Quantities are size dependant: When this option is checked, you will be allowed to define manually the fabric requirement by product sizes.
Fabric is color dependant: Indicate that the fabrics colors vary with the products color. You will be able to set it manually later on.
This option works exactly like the add function, but it allow to insert the new fabric above the current selection.
This option allows you to change the fabric requirement, color or size dependency and descriptions. You will also have the possibility to reset the products fabric price to the price currently defined in the fabric (if they differ).
On a selected fabric line, pressing the delete command will ask you for a confirmation. If you decide to continue, the fabric will be forever removed from the product.
Components are smaller entity used on the product and represent add-ons during the manufacturing process, line buttons, zippers, shoulder pads and so on.
Select this function to import components from another product or from an Excel file.
The add component command ask you to enter a component code. You can type its code in the box, or use the Find button to open a component search window.
If you have a valid component, a variety of option will appear:
Price list: the pricing information of the selected component. This is for informational purpose only.
The default quantity: like the fabrics, the average quantity will be used as default for all the product sizes. Required.
The default length: For defined length components, the average length to use in the product different sizes. Required.
Component is color dependant: The component color varies with the product color.
Quantities are size dependant: The component quantities vary with the product sizes.
Lengths are size dependant: On defined length component, check this option if the length of the component vary with the product sizes.
If you select this function, you will see that it works as the add function, but it insert the new component above your component selection.
This function allows you to change the information described in the add component section. It also allows you to reset the products component price information with the current component price.
This option will delete the selected component, after a confirmation has been received.
The colors and specs screen allow you to define your product colors, color specifications and quantity specifications.
This is where you define the various colors of your product. You will be able to select the colors of the components and fabrics that you defined as color dependant.
Select this function to import colors from another product or from an Excel file.
This command adds a product color.
Name: Required. This is the new colors name. You can click on the find button for a list or color suggestion based on the colors you are already using.
Reordering threshold: This is the minimum quantity of each product sizes you want to hold in stock.
Colors: You will see every fabric and components that you identified as color-dependant. Next to every entry, you can select from the list of available colors.
Show only colors subset already in use for the product's season and division: When selected, the colors shown for the fabrics and components are those already used for the current season and division.
The insert command offer the same functionality as the add command, but insert the new color above the selected one.
By selecting the edition command, you will have the same possibilities as when adding a new color. The choices will be at the current values for the selected color and you will be able to change those values for your needs.
If the color is not used, you can delete it by clicking on the delete button. Upon confirmation, the color will be removed from the fabric.
This section is where you define the garments used in the product. The definitions can be applied either manually or from the specification library, but to use the library, you must first set a product sample index.
Select this function to import garment specifications from another product or from an Excel file.
This function will add a new garment specification.
Name: Required. This is the name of your garment specification.
Unit: If applicable, this is the unit used by your garment specification.
Apply specification from library: If you select this button, a new window will appear, allowing you to select a product specification. The specification will then be applied on the value you entered at the product sample index (in bold). Also, if you havent entered a name and unit, they will be set to the library default.
Sizes: Enter your specification for the different sizes. If you want to apply a specification from the library, set only the default sample index.
Printable: Tells if the specification will be shown in the product specification sheet.
Function as the add command, but insert the specification above the one currently selected.
By selecting this option, you will be able to change the information that you set at creation.
Upon confirmation, the selected garment specification will be forever deleted.
If the product contains length-type components, and you identified some of them as length are size dependant, you can set those values in this section.
By default, the values are the average value that you entered at the component creation. You can change those values either manually, or, if your product have a sample index defined, by applying a specification from the library.
Apply specification from library: If you select this button, a new window will appear, allowing you to select a product specification. The specification will then be applied on the value you entered at the product sample index (in bold).
Printable: Tells if the component specification will be shown in the product specification sheet.
If you identified one or more fabrics as size-dependant, you can set their requirements in this section.
By default, the values are the average value that you entered at the fabric creation. You are able to change those values manually.
Printable: Tells if the fabric specification will be shown in the product specification sheet.
If the product contains components that you identified as quantities are size dependant, you can set those values in this section.
By default, the values are the average value that you entered at the component creation. You are able to change those values manually.
Printable: Tells if the specification will be shown in the product specification sheet.
This screen offers information about the product cost, selling price and retail price. You will be able to define external labors for the product as well as setting new selling prices or retail prices.
The labors identify external work associated with the product creation.
Select this function to import labors from another product or from an Excel file.
You can define a new labor, with its associated price, time length and supplier.
Labors name: Required. You can enter it manually or select from the helper list.
Supplier company code: You can enter the supplier code linked to this labor. Either enters it manually or by searching the companies with the Lookup option.
This is where the products bought are associated with a company.
Number of days: Duration of the labor. This value will be used to get the dates of a product reception.
Price: The price associated with the labor. It affects the product pricing.
Labors identify the different supplier or contractors for your product. They must be defined in the labor to access a specific product.
Same as adding a labor, but insert it directly above the current selected labor.
Allows you to change the information you entered at labor creation.
Upon confirmation, this function will remove the selected labor from the product.
Several Selling prices can be set for a single product. A price category and currency is defined for the selling price and the customers prices will be selected as the best match in his currency, for his preferred price category. When you select a selling price from the list, its complete information is displayed below the list.
Select this function to import selling prices from another product or from an Excel file.
This function will allow you to enter a new price.
Category: The new price category. Customers default pricing will be based on his preferred category and his currency.
Description. Optional.
Selling price currency: This is the currency used by the new price. Only prices in the customers currency will be shown.
From: The date where the new price takes effect. Optional.
To: The date where the new price is no longer valid. Optional.
Packaging: Additional cost. Optional.
Other direct cost: Other costs associated with the product. You can enter it manually of be selecting from the custom list. Optional.
Recalculate button: refresh the new total direct cost of your product.
Targeted selling price margin %: Enter the Selling price margin you want to have when calculating the selling price.
Calculate: Calculate the selling price based on the information entered.
Selling price: Either calculated from the above information or entered manually. This is the actual selling price you want to add.
Retail price
Selling costs %: Percentage of costs associated with the selling.
Other selling costs %: Other costs. The description can be entered manually or from a custom list.
Target retail price margin %: Enter the retail price margin you want to have when calculating the retail price.
Calculate: Calculate the retail price based on the information supplied.
Retail price: Either calculated from the above information or entered manually. This is the actual retail price you wan to add.
Same as add, but insert the new price above the current selection.
Use this function to change the information entered at creation.
If the price is not already used, use this function to remove the selling or retail price. Ask for a confirmation.
Product inventory is divided in different stage and help follow the production process. As Orders, Repeats and Purchase orders are entered and confirmed, the product quantities evolve in the different inventory stages:
Required: Products are required when they are added to a customers order or repeat.
In analysis: Product creation or ordering pending. They are acknowledged, but not confirmed.
Work in Progress (WIP): Products in production, but not reserved by a customer. They are either awaiting purchase order arrival (bought), or cutting slip reception (made).
Work in Progress Reserved (WIP Reserved): Products in production and reserved by a customer. From an order or a repeat.
Stock: Products fully produced, but not reserved by a customer.
Stock Reserved: Product fully produced and associated to a customer. They are usually from orders and repeats, but theres a possibility to reserve a stock item.
Picked: Products added to an unconfirmed packing list. They are ready to be shipped.
Shipped: Products sent to a customer. They are included in a confirmed packing list. This is the last stage of a products life, except on product returns.
Other: This is a category where you can include rejected items, damaged items and other type of unwanted goods. Products in this category usually finish their life cycle here, unless they are sold with a special discount.
If the warehousing is enabled, the inventories will be separated by warehouse (when more than one defined) and bins. When more than one warehouse is defined, a warehouse selector at the top of the screen will allow you to display one, or more warehouses inventories.
All of the product colors are included in this list, with the quantities in each inventory category. The quantities displayed in this list do not takes into consideration the sizes.
Upon selection of a color line, the size detail will appear, giving you a complete breakdown for each inventory category.
Upon selection of a color, you have the possibility to view the summary for one inventory category. Select the desired category from the list to display the information about the packing lists, cutting slips, purchase orders, orders, repeats and companies. The size quantities will also be displayed.
Selecting a category
Since the summary is linked to one inventory category at a time, you must select the desired category from the list. If no product color is selected, the list will not appear. If no summary appears, the selected category has no additional information to provide.
If you selected the required, you can balance your actual required quantities. Select the summary line you want to modify and click on balance required. Enter your actual quantities for each sizes and press on save.
Your required will be saved or removed.
If you selected the stock category, you can balance your actual stock. Select the summary line you want to modify and click on balance stock. Enter your actual stock quantities for each sizes and press save. Your stock will be saved.
If you are balancing your stock without selecting a summary line, the default modification will go to manual stock (stock that comes from manual inventory adjustment).
If you selected the other category, you can balance your actual other quantities. Select the summary line you want to modify and click on balance other. Enter your actual quantities for each sizes and press on save. Your other quantities will be saved or removed.
If you selected the stock category, you can use the reserve stock option. Select the company that wants the stock by either entering its code or by using the find option.
You can use the stock reservation function in two ways. If you have a stock line selected, the reservation will be applied on the selected stock. If no stock line is selected, all the available stock quantities will be displayed and the stock will be flattened, if needed.
Move [stock/stock reserved/ other]
If the warehousing is enabled, this feature allows you to transfer quantities from a warehouse/bin to another warehouse/bin. This is the only place where you can transfer your bins content.
This function is available only on stock, stock reserved and other inventory categories.
Required quantities will automatically change to the customer's warehouse
WIP or WIP Reserved quantities are always contained in a warehouse transit. To change the warehouse, use the purchase order's or cutting slip's edition functions.
Picked or shipped items cannot be moved from a warehouse/bin to another warehouse/bin. If you must transfer those quantities, remove them from a packin list, transfer the items and add them anew to the packing lists.
From the stock category, if you have any required quantities, you can use the confirm required item option. This option takes stock quantities and allocates them to the customers that require new production. Use this function to avoid producing more products than needed.
Is you have selected the stock reserved category and a summary line, this option is available. You can return to stock any quantities you enter. The customer no longer requires these items.
When the system is versioning enabled, use this fonction to change the version of the required quantities.
This section shows all the inventory movement and their provenance. Use this section to find out where a value comes from. When this section is not minimized, the loading time is greater.
Be sure to open it only when needed.
This function allows you to compare your physical inventory and your electronic inventory, using bar codes.
You select the inventory categories to compare and your product source. Once your source is selected, you enter the scanned bar codes into the box and click on Compare.
A report displaying all scanned and electronic values will be displayed, showing all quantity differences.
Tip: When scanning numerous items, use a text file and then cut & paste the resulting text into OLOTech to avoid session timeout.
This screen is available only when the UPC generation, UPC or EAN-13 bar code formats are enabled.
It allows you to enter or edit bar codes and search for a specific bar code.
To define a care instruction, select List from the navigation menu, then the care instruction in the List menu.
Two boxes will appear for you to enter the new care instructions descriptions. When you are done, press save or press cancel to undo your changes.
If you have a selection and press on Edit, you will be able to change the care instructions descriptions. Next to the descriptions is the Active box. When the box is unchecked, the care instruction will no longer appear in the list of choices when setting the care instructions of a product.
Upon selection, select this option to delete the care instruction.
To view the image associated with a care instruction, select the eye from the care instructions line. To edit or remove the image, select the other choices from the line.
To define a product instruction, select List from the navigation menu, then product and finally the instruction in the offered lists.
One box will appear for you to enter the new instruction. When you are done, press save or press cancel to undo your changes.
If you have a selection and press on Edit, you will be able to change the Instruction
Upon selection, select this option to delete the Instruction.