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The Catalogue contains equipment records that can be selected when creating an Equipment Deal. Catalogue items can be added to the Equipment For Sale section of a deal alongside equipment selected from Stock.
Catalogue Enquiry allows you to search for and review equipment held in the Catalogue. From here, you can find existing catalogue records and access the available options for maintaining them.
If you need to create or manage customer equipment sales, see Equipment Deal.
Before you begin, you will need to enable:
The Equipment access right in Service Geeni allows users to manage equipment records linked to customers, sites, or service operations.
The Equipment Type access right allows users to manage equipment classification types.
The Equipment Category access right in Service Geeni allows users to manage classification categories for organising equipment.
The Equipment Deals access right in Service Geeni allows users to manage equipment sales, leases, or hire transactions.
The Equipment Catalogue access right in Service Geeni allows users to maintain a catalogue of equipment models and specifications.
The Equipment Deal PO Status access right in Service Geeni allows users to track the purchase order statuses for equipment deals.
Getting There
You can find the Category Enquiry module by clicking on the Equipment menu.
Category Enquiry - Navigation
All your current Equipment items in the Catalogue will be listed (as below).
You can use the keyword search and filters to narrow down your list.
If you’d like, you can sort by clicking any of the column headers and export the data using the down arrow on the right.
To manage an Equipment item, just click the Action Tray icon.
You can Edit, Archive or Upload Documentation.
Archived items can be viewed here and easily unarchived if needed.
Creating a Catalogue Template
You are now ready to create a new catalogue item from scratch.
Click the Add Catalogue Template button to get started with a fresh template.
General Section
Next, click the button to generate a new Catalogue ID, automatically giving you the next available number in the sequence, or you can type one in.
You can also copy or create a new Catalogue ID by clicking on the ellipsis (...).
Enter a description of the catalogue item, and the preferred supplier if it's helpful.
Select the Primary Supplier; this is an optional field.
Then, pick a Model from your list of equipment items - it’ll automatically fill in the Type and Make fields for you.
If the equipment model you need isn’t listed yet, you’ll need to create one. Don’t forget, when you’re creating new Equipment Items, you’ll be asked if you want to also create a Catalogue Item at the end of that process.
Learn more about Equipment:
Enter the Cost and Selling Price if you’ve got them handy. You can edit these later when adding the item to a Quote or an Equipment deal.
The Purchase Analysis (PA) code and VAT Codes are required fields; you can select them from a list via the ellipsis (...).
You can also add a Parent Equipment item if it makes sense. For example, if you’re creating a catalogue item for a car battery, you could link it to the model of the car as the parent equipment.
Learn more about Parent Equipment:
Feel free to enter a Default Year of Manufacture. You can always update this on any new items you create from this template.
There's an option to enable serial numbers too. This ensures the serial number is captured during the purchasing process. When enabled, whoever receives the equipment will be prompted to record the serial number in the system.
You can add any Notes in the free text box and add a Barcode if relevant.
Lastly, you can pick a Sales Analysis (SA) code from the list, which is used to manage the sales postings when you sell the catalogue item.
Warranty Section
You can add a Warranty to the item in this section.
To do so, click the Plus icon to the right of the section, which opens the Catalogue Warranty window.
From here you need to:
Add the Warranty Name and Type.
Choose the Warranty Charge Code Type.
Next, set the warranty cover Time Period by clicking the toggle button.
You can choose the duration types offered, Days, Weeks or Months and then assign the number, so 24 Months of cover is applied (in the example below).
You can then specify if you want to set the duration to Hours, e.g. a car drive-away warranty set to 6 hours from purchase.
If you have Time Period and Hours selected, an additional field "Condition" will appear asking which warranty duration should take priority or if both durations should be taken into account.
Once you are happy, click Save.
A new Warranty is added to the section; you can add as many as required by repeating the above process.
Specifications Section
In this section, you can:
Add Cost/Charge Codes for the item via the ellipsis (...). These codes help manage how any service or repair jobs related to the equipment will be charged.
You can also select a Usage type or create a new one if needed; the same goes for the Shift Pattern. Just choose from the list or add your own.
If you need to, you can add a Condition Rating. For example, if you use a rating system of 1-5, you can enter a numerical value here.
Other Specifications Section
Here, you can add any extra custom fields to capture more details about the items created from this template in the Specifications section.
The single Cog icon will let you create a new field; the 3 Cog icon lets you pick and assign an already created specification field.
Fill out all the fields.
Click Save to save your custom field.
If you need to make changes later, just click the cog icon to edit.
Learn more about Equipment Specifications:
Click Save again to finish your template.