After creating products in the product catalog, there may arise a need to update attributes based on a common factor in order to maintain catalog integrity. Batch editing products allows for efficient product catalog updates, based on a filtered subset of the catalog. Several attributes of the product can be updated including price (regular and member rate) and cost, if a product should qualify for commission and the desired commission dollars / percentages, if a product should qualify for bonuses and the desired commission dollars / percentages, if the item is an inventory item, the QuickBooks classification, and the taxes, fees, and discount items in which the products should be included.
In order to change attributes of several products at once, this process begins in batch edit products from the product catalog.
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Before you can select the batch edit products button, you will need to first place a check mark in the box next to each product that you would like to edit. You can use the search fields in the left margin to filter the presented results.
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Once the entries have been selected, click on the blue button to batch edit selected products. This will result in the following dialogue:
Updating Price / Cost
The first section in the Batch Edit Porudcts dialogue box is to update product pricing and product costs.
Products have both a regular rate and a member rate as well as a unit cost that are all maintained at the catalog level. You can either increase or decrease these three attributes. The action to perform drop down menu presents these 6 options, of which 1 option can be selected.
After you have chosen which action to perform and if the increase or decrease will be a 'Fixed- Amount' ( a certain dollar amount e.g. updating all unit costs by $10.00 for a particular category) or a percentage ( a certain percentage supported by 2 decimal places on either side of a decimal point e.g. updating all unit costs by 10% for a particular category) you would then choose the amount for the increase or the decrease. If fixed amount has been selected, the amount will be interpreted as a dollar amount, as indicated by the dollar sign adjacent to the amount field. If the percentage is selected, the amount will be interpreted by a percent sign, as indicated by the percent sign adjacent to the amount field.
When choosing to update by a percentage, you can choose from what pricing attribute the percentage pertains to. This allows a unit price to be derived from the unit cost as a percentage increase, for example. (increase member price by percentage, 30% of current unit cost).
If this is the only batch edit that is being made against the specific subset of products that have been selected, select the 'Apply to (number of selected) Products' for the changes to take effect. As a quick verification, this button will summarize the number of selections that correspond to the products that were selected for this batch edit. This number will update with each different selection that is batch edited.
Updating Pays Commission
The next section in the batch edit products dialogue box allows the Pays Commission attributes to be edited.
The 'Pays Commission' section will update these attributes on a product catalog entry:
From the batch edit product selection dialogue, you can choose if the selected products need to pay commission or not (checking the checkmark box results in a checked box on the selected products for pays commission) and will also allow a dollar amount to be entered as fixed commission or a percent to be entered as a percentage commission. The indication of needing to pay commission, along with both of the fixed and percentage amounts can be entered to be edited in a batch with the same update.
Updating Pays Bonus
The next section of the batch edit selected products dialogue allows an update to the pays bonus section of the product catalog entries:
The 'Pays Bonus' section will update these attributes on a product catalog entry:
From the batch edit product selection dialogue, you can choose if the selected products need to pay bonus or not (checking the checkmark box results in a checked box on the selected products for pays bonus) and will also allow a dollar amount to be entered as fixed bonus or a percent to be entered as a percentage bonus. The indication of needing to pay bonus, along with both of the fixed and percentage amounts can be entered to be edited in a batch with the same update.
Updating Inventory item
The next section of the batch edit dialogue is the inventory item section. This section allows the yes or no toggle switch in the product catalog entry to be updated and the type if the product is inventory or not to be changed.
This section allows the Is inventory item? yes or no toggle switch to be updated on the selected products catalog entry:
Either yes or no can be chosen in this section, and this will update the selected products to either be, or not to be, inventory items.
Updating QuickBooks Class
The next section of the batch edit dialogue is the QuickBooks class section. This allows one of the existing QuickBooks class items to be selected and updated against the selected products.
This setting will edit and update the following section of the each selected products catalog entries:
* This setting is only visible and present in the product catalog entry if QuickBooks class tracking has been enabled in My Office > QuickBooks Desktop or My Office > QuickBooks Online settings.
To assign a QuickBooks Class to the selected entries, simply click the drop down menu, and select a class from the list.
Updating Taxes, Fees, and Discounts
The final section in the batch edit product dialogue allows the addition, or the removal, of the selected products to individual taxes, fees and discounts. This section does not actually update the product catalog entry, but instead, a tax, fee or discount that is set up in the My Office > Taxes, Fees, & Discounts section.
To assign a tax, fee, or discount to the selected products, simply click in the open field that appears, and a list of existing taxes, fees, and discounts will be displayed. You can choose one or more taxes, fees, and discounts to be included in the update to the selected products. Click the blue checkmark to save the selections before selecting to apply.
You can also choose to remove the selected product entries from taxes, fees, and discounts.
To remove the selected product entries from any tax, fee, or discount it may be currently associated with, select to clear, and then check the 'Clear all values in this field' check mark box. Click the blue checkmark button before selecting to apply this update to the selected products.
These update actions can not be undone. We strongly suggest that you download a backup copy of your product catalog before performing any batch edits. You can click the warning message at the bottom of batch edit dialogue to download a back up copy of your catalog before performing any changes.