In this article we'll break down both the Product Catalog and the Service Catalog. If there is a specific section you'd like to jump to, please do so by clicking the option that best applies below!
Product Catalog
In order to navigate to your Product Catalog, you'll hover your mouse over My Office and select Product Catalog from the third column.
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This will bring you to the Product Catalog! This dashboard will be used to filter the Products that are currently listed in your Catalog, as well as enable you to make changes to these items.
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The Product Catalog has a lot of options to help you to filter and sort the items that currently make up your catalog. The first set of options will be found to the top right of this page. These options allow you to interact with related sections of Service Fusion that incorporate the Product Catalog!
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Export - This option will allow you to export your entire Product Catalog into an Excel Spreadsheet. This will include all items no matter your current filters, or whether they are active/inactive.
Stock Levels - This option will take you the Inventory Stock Levels page where you'll be able to see the current stock for each of your Warehouses!
Reallocate Inventory - Selecting this option will take you to the Reallocate Inventory page where you are able to move stock between your different Warehouses without creating Inventory Orders for each one.
Inventory Orders - Selecting this option will take you to the Inventory Order dashboard so you can easily jump to see what Inventory Orders exist and/or create a new Inventory Order as needed.
+ Inventory Orders - This option will take you to create a new Inventory Order directly from the Product Catalog dashboard so you can skip the Inventory Order dashboard altogether!
+ Product - Selecting this option will allow you to create a new product to your Product Catalog.
Moving down the page, starting on the left, we see the Filter Products section. The options listed here are criteria that can be used to filter the Product Catalog. If you're looking for a specific item, or a specific group of items, then you can search for it here without needing to scroll through your entire catalog.
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The default options for these filters will appear any time you land on the Product Catalog, however, there is the option to "Show More" filter options at the bottom of this section! Once expanded, you'll be given a few more options to filter your search results by.
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In order to really fine-tune your search results, you have the ability to add as many filters as needed! Once you have your filter preferences input, click Apply Filter and your Product Catalog will update with the appropriate results.
If you just need to sort the Product Catalog, or it needs to be sorted after you've set a filter, you can do so by clicking the column headers at the top of the page for Product Name, and Product Category.
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The other column headers, while they aren't able to be used to sort the Product Catalog, can still be helpful at a glance.
The Model and Type are populated for each item from within the edit mode of that item. This is populated by manual entry.
Quantity On Hand is populated by the amount of that item received based on Inventory Orders in the system and the amount of that item used on Jobs. Please Note: Inventory Items and Non-Inventory Items can have a Quantity On Hand number here. Only Inventory Item will be shown in the Inventory Dashboard.
The Unit Price, Unit Cost, and Member Price are populated from the edit mode of each item. The Unit Price is the amount you're charging your customers, the Unit Cost is how much this item costs your company, and the Member Price is used in conjunction with the Service Agreement toggle on the Customer Account.
Once here, you may need to edit your Products. You can do this using the blue Batch Edit, Change Status, and Delete Selected options once multiple items are selected.
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The Batch Edit options enable you to make some of the most common changes to the selected items in bulk:
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To View, Update, or Delete a specific item, you'll select the appropriate option from the Actions menu to the far right of each item.
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The View option, the magnifying glass symbol, will allow you to see the details of that specific item.
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The Delete option (garbage can symbol) will allow you to delete that specific item. Please note: You will not be able to delete an item if it currently exists on an Estimate or a Job. This is to protect the historical accuracy of your previous Estimates and Jobs. Instead, please make the item Inactive.
The Edit option, the pencil icon, will allow you to edit that specific item!
Editing/Creating a Product
The edit and creation page for a product in the Product Catalog will look the same. You'll be able to assign a Product Category to an existing product or to one you're creating, as well as name your product. The Product Name is the primary unique identifier in both Service Fusion and QuickBooks (if you sync to QuickBooks). Due to this, please ensure that your Product Names are unique. Duplicates will cause some trouble syncing over to QuickBooks, and may cause some confusion when adding products to your Estimates and Jobs. The Long Description allows you to include a description of your item while the Product Status enables you to indicate if that specific item is active or inactive.
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Below the Product Details section, is the Additional Information section. Here is where any other pertinent information can be recorded for each of the items in your Catalog. Information in these fields can be used to create Equipment Items, selected to appear on your Standard Job/Invoice PDFs in Company Preferences, used to add items to Estimates/Jobs, and can be used to filter your Product Catalog. Additionally, the UPC and SKU fields are related to the barcode scanning function. The QuickBooks Class option will also exist here if you have the option selected for Product/Service specific class chosen in your QuickBooks settings.
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The last few sections on the left side of the Product edit page are:
Related Products - This will allow you to show a relationship to other products listed in your Product Catalog. This will not automatically add these additional items to any Estimates or Jobs that the base item is added to. It's currently designed to act as an internal reference for products that may be related to others and can provide an opportunity to upsell.
Product Media - This section allows for you to include a YouTube, or similar, link that can be used by your field technicians within the Worker App. If the Field Worker opens the item in the Worker App, they can click the link and show your customer a video of the item they are selling.
Product Images - This last section will allow you to upload an image of the item. This can be used on the Rate Table with Custom Documents! Other uses include a visual aid in finding a specific item when searching the Product Catalog.
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The right side of the page is the pricing information. The system utilizes two different rates per product: the Regular Price and the Member Price. The Member Price is used by default when a customer account is set to have an active Service Agreement. The Average Cost field is where you'll indicate to the system what the internal cost of that item is to your company, and the Inventory Toggle will indicate to the system if this particular item is an Inventory Item. Please note: The Average Cost field is a manual entry field. There is no automation associated with this field and it will not update based on entries in the Price fields.
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Below the Sales & Purchasing Details is the Employee Commission Settings. This section is necessary if you have your users set to receive Commissions!
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The final section on the right side of the edit product page is your Vendor Information. Within this section you can include the Purchase Description which will appear on Purchase Orders, and you can have up to three Vendor specific prices here. When adding a Vendor, it will pull from the list of existing Vendors within Vendor Management. For each Vendor listed on the item, you'll be able to list a separate Purchase Price for each. This will allow for some automation when creating a Purchase Order. When a Vendor is selected for a Purchase Order that is listed for a specific item here, the cost for that item will be automatically populated based on the price listed for that vendor, on that item.
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Service Catalog
Navigating to the Service Catalog is much the same as navigating to the Product Catalog. Hover your mouse over My Office and select the option for Service Catalog at the bottom of the third column!
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The Service Catalog has the same layout as the Product Catalog with the exception of the Model, Type, and Quantity On Hand columns. Instead we can see the Service Item Description and if the item is Active or Inactive.
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To the left is the Filter Services box. This will be used to filter your Service Catalog to find specific items or groups of items without scrolling through the entire catalog! Once more, it's very similar to the filters you'll find in the Product Catalog with the exception of the Inventory specific fields such as Model, SKU, etc. Due to this, there is no "More" drop down for the Service Catalog filters.
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Editing/Creating a Service
The edit and creation page within the Service Catalog are the exact same. The first section within this edit page is the Service Information. Here is where you'll name your service, assign a Service Category, mark it as Active or Inactive, add a description of the service, view/add the Task Codes, and assign a QuickBooks Class if using Product/Service specific QuickBooks classes.
Please note: The Description listed here is internal unless the service is classified as a Flat Rate service. If the item is a Flat Rate service, then this description can be customer facing.
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The following section is where your specific Service Rates exist. Each service is capable of having multiple Service Rates by clicking the "+" in the top right of this section. Service Rates are used to build the overall rate of this one service line item. This will allow you to incorporate multiple services in to a single line item as needed. Each rate will have their own description, quantity, cost, rate, and commission settings.
Please note: For services that are not labeled as a Flat Rate service, the individual rates will appear on the invoice with their individual descriptions if desired.
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Below the Service Rates section, you will find a place to add Products/Materials Used, when this service is used. This is an optional section, and can be skipped if you don't want to have products included within this specific Service.
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The next section down is the Web Portal specific settings. These will apply if you have the Pro Plan or the Customer Web Portal add-on. Using this section you'll determine which services are available in the Web Portal using the Yes/No toggle, available times that this service is able to be selected within the Web Portal, and indicate an Arrival Time Window length if needed!
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The last couple sections within this edit page are:
Service Media - This section allows for you to include a YouTube, or similar, link that can be used by your field technicians within the Worker App. If the Field Worker opens the service in the Worker App, they can click the link and show your customer a video of the service they would like to demonstrate.
Service Images - This last section will allow you to upload an image relating to the service. This can be used on the Rate Table with Custom Documents! Other uses include a visual aid in finding a specific service when searching in the Service Catalog.