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Product Catalog

Overview

Sugar's Product Catalog and its supporting modules allow you to define, categorize, and organize a list of all products or services that your organization sells or supports. Products within the Product Catalog can be broadly classified into product types, such as Software and Hardware. Each product type can be further organized into several product categories. For example, the software product type can contain product categories such as Spreadsheets and Word Processors. You can also create sub-categories within a category. Users can define the details of their products within the following products-related modules:

Module Description
Product Catalog

List of products sold by your organization; used as a template for the Quoted Line Items and Revenue Line Items modules

Product Categories The categories by which products are organized in the Product Catalog
Product Types The Type dropdown list in the Product Catalog
Manufacturers The Manufacturer Name dropdown list in the Product Catalog

This documentation will cover information and actions specific to the above modules. For instructions concerning views and actions which are common across most Sugar modules, such as creating, editing, and deleting records, please refer to the Working With Records section of this page.

Please note that you will only be able to see products-related records as allowed by your license type, team membershipassigned roles, and user access type. For more information, please refer to the referenced documentation in the Administration Guide.

Product Catalog

Sugar's Product Catalog module contains a list of all products or services that your organization sells or supports. This module provides the Quoted Line Items and Revenue Line Items modules with the template used when creating products to be used for Opportunities and Quotes, including pricing and cost information and information about the manufacturer. The Product Catalog may also provide a list of products available for selection in the Cases, Bugs, and Knowledge Base modules if your administrator has enabled the functionality in Studio. For Sugar Serve users to leverage the Product Catalog, an administrator would need to add a custom relate field to a supported Sugar Serve module (i.e., Bugs, Cases, or Knowledge Base). For more information on setting up a Product Catalog field for bugs, cases, or knowledge base articles, please refer to the Creating a Relate Field article.

Note: Depending on your license type, you may not have access to all modules (e.g. Sugar Sell users will not have access to Bugs). For more information on license types and the functionality available for each, refer to the User Management documentation. 

Product Catalog Fields

The Product Catalog contains a number of stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields, but the fields can be leveraged differently to best meet your organization's needs. Fields can be altered, added, or removed via Admin > Studio. For more information on configuring fields, please refer to the Studio documentation in the Administration Guide.

Field Description
Availability Select if the item is in stock or not from the dropdown list
Category Name The product category to which the new item belongs
Cost The actual cost of the item. This will not appear on printed quotes
Currency The currency of the given prices (Cost, List, Unit)
Date Available Select the date of availability if the item is out of stock
Date Created The date the product catalog record was created
Date Modified The date the product catalog record was last modified
Date-Cost-Price The starting date that the cost is valid
Default Pricing Formula

Select a formula from the dropdown list to arrive at the discount price for the Unit Price field. The formulas are as follows:

  • Fixed Price: Allows you to enter a Unit Price without any calculation.
  • Profit Margin: Enter the points in the adjoining field to vary the percentage against the cost.
  • Markup over Cost: Choose a percentage to raise the price over the cost.
  • Discount from List: Enter the discount percentage from the List Price in the adjoining field.
  • Same as List: The Unit Price will be the same as the List Price.
Description A description or other information about the product
List Price The quotable list price of the product
Manufacturer Name The manufacturer of the product
Part Number The manufacturer's part number for the product
Product Name The name of the product
Product URL The web address of product if it is available online
Quantity in Stock

Enter the number of units that are in stock of the product

Note: Negative values are supported in this field.

Renewable1 Activated when the Service field is set to yes, select whether or not the service offered can be renewed for additional time periods. When "Renewable" equals yes, it will trigger the renewal pipeline automation feature for Sugar Sell users.
Service1 Designate this product catalog record as a service. Enabling the Service field will make the Service Duration (required) and Renewable fields available.
Service Duration1 Required when the Service field is set to yes, set the period of time that this service covers. When the Renewable field is also set to yes, the Service Duration will determine the expected close date for future service opportunities.
Support Contact The support person's contact information, such as the phone number or email address
Support Desc. Brief description or other information regarding the support provided
Support Name The name of the Customer Support person
Support Term The term (e.g. six months, one year, etc.) in which support will be provided for the product
Tags User-created keywords that can be used to identify records in filters, dashlets, and reports
Note: For more information on creating and using tags, please refer to the Tags documentation.
Tax Class Tax classification (e.g. taxable, non-taxable) for the product
Teams The Sugar team(s) assigned to the product catalog record
Type The specified product type
Unit Price The unit price of the product
Vendor Part Number The vendor's part number for the product
Weight

The weight of the product

Note: Negative values are supported in this field.

1 For more information on service-related fields in Sugar Sell, refer to the Services and Renewable Revenue Line Items section of the Opportunities documentation in the Application Guide.

Product Categories

The Product Categories module allows you to create categories to group records under a Product Type. This is one of the levels of organization you can use for the products and services that your organization offers, and will contain multiple entries from the product catalog.

Product Category Fields

The Product Category module contains four stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields.

Field Description
Product Category The category's name as it will appear on the Product Category dropdown list
Parent Category Select a parent product category if this product category is a sub-set of another category
Description A description or other information about the product category
Order Enter a number to specify the order in which this category will appear in the Product Category dropdown list

Product Types

The Product Types module controls the Type dropdown list in the Product Catalog fields. In addition to product categories, the product type allows you to define the classification of a product or service that is being offered on a product catalog record.

Product Type Fields

The Product Types module contains three stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The definitions below are suggested meanings for the fields.

Field Description
Product Type The product type's name as it will appear on the Type dropdown list in the product catalog
Description A description or other information about the product type
Order Enter a number to specify the order in which this product type will appear in the Type dropdown list

Ordering Product Types

The Order field in Product Types defines the order of the different type options when viewing the Type dropdown list of a Product Catalog record. The Order field allows you to organize what order the dropdown list will display, with 1 being the highest on the list and moving down as the order number rises. When creating new product type record options, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.

Manufacturers

The Manufacturers module controls and maintains the Manufacturer Name field in the Product Catalog module. The Manufacturer Name field allows you to select from a list of the manufacturers you use to classify your products and specify from which manufacturer they are produced.

Manufacturer Fields

The Manufacturers module contains three stock fields that come out-of-the-box with Sugar. For information on using and editing various field types, refer to the User Interface documentation. The below definitions are suggested meanings for the fields.

Field Description
Manufacturer The manufacturer's name as it will appear in the Manufacturer Name field in the product catalog
Status Select "Active" or "Inactive" to indicate which manufacturers are displayed as options in the Manufacturer Name field
Order Enter a number to specify the order in which this category will appear in the Manufacturer Name field list

Ordering Manufacturers

The Order field in the module defines the order in which the manufacturer options are displayed in the corresponding Manufacturer Name field of the Product Catalog module. Enter the numeric value (e.g. 1, 2, 3) in the manufacturer record's Order field to determine the order it will display in the corresponding field list (Manufacturer Name). For example, a manufacturer record with an order value of "1" will display at the top of the list followed by the next value (e.g. 2), and so forth. When creating new manufacturer records, the Order field will automatically increment to the next number in the list, thereby adding the new option to the bottom of the list. The Order field can be overwritten with another number if you would like to manually re-order the options.

The Product Catalog and supporting modules use Sugar's Sidecar user interface. The following sections detail menus, views, and actions common to sidecar modules and contain links to additional information within the page or links to the User Interface documentation.

Sugar modules contain various options that are available via menus in the module tab, list view, and record view. The following sections present each menu type and its options with links to more information about each option in the User Interface documentation or, for module-specific functionality, within this page.

Module Tab Menus

The module tab is either displayed in the navigation bar or found by clicking the "More" icon represented by three vertical dots to the right of the module tabs on the navigation bar. Click the module name to access the module's list view or expand the module tab to display the Actions, Recently Viewed, and Favorites menus. 

pcmodmenu

From the Product Catalog's module tab menu, you can also access the supporting modules of Manufacturers, Product Categories, and Product Types. By navigating to any of these modules, you can access their respective module tabs, which in turn will offer the option to return to any of the other supporting modules. 

The Actions menus in the module tab for the Product Catalog and its supporting modules will allow you to perform the following operations:

Menu Item Description
Create [Record] Opens the record view layout to create a new record in the module
View Product Catalog Opens the list view layout to search and display the product catalog
View Manufacturers Opens the Manufacturers list view
View Product Categories Opens the Product Categories list view
View Product Types Opens the Product Types list view
Import [Records] Opens the import wizard to create or update records in modules that support importing

List View Menus

The list view displays all records meeting the current search criteria. You can view the basic details of each record within the field columns. Users with administrator or developer access have the ability to change what fields are visible in the list view via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation.

Mass Actions Menu

The Mass Actions menu to the right of the checkbox option allows you to perform various actions on the currently selected records.
pcmassactionmenu

The options in the Mass Actions menu allow you to perform the following operations:

Menu Item Description
Mass Update Mass update one or more records at a time
Recalculate Values  Updates calculated values to reflect changes to calculated fields made in Studio (Available in certain circumstances) 
Merge Merge two or more duplicate records
Delete Delete one or more records at a time
Export Export one or more records to a CSV file
Record Actions Menu

The Record Actions menu to the right of each record's Preview button allows users to edit, follow, or delete specific records directly from the list view.
pcrecordmenu

The options in the Record Actions menu allow you to perform the following operations:

Menu Item Description
Preview (Eye icon) Preview this record in the intelligence pane
Edit Edit this record
Delete Delete this record

Record View Actions Menu

The record view displays thorough record information including all record fields. The record view can be reached by clicking a record's link in the list view. You have the ability to change the record view by configuring the layout via Admin > Studio. For more information on editing layouts, please refer to the Studio documentation.

The Actions menu on the top right of each record view allows you to perform various actions on the current record. 
pcrecordactionmenu

The options in the Actions menu allow you to perform the following operations:

Menu Item Description
Edit Edit this record
Share Share a link to this record via email
Download PDF Download record information as a PDF file
Email PDF Email record information as a PDF attachment
Find Duplicates Locate potential duplicates of this record
Copy Duplicate this record
View Audit Log View a record of changes to this record
Delete Delete this record

Common Views and Actions

The following links will open specific sections of the User Interface documentation where you can read about views and actions that are common across most Sidecar modules.

Content Link Description
Creating Records
    Basic Record Creation
    Creating Via Subpanels
    Creating Via Duplication
    Importing Records

The Creating Records section covers the various methods of creating new records, including via the Create button in the module, via the subpanel on related module records, duplication of an existing record, and importing a list of records into Sugar using a .csv spreadsheet.

Viewing Records
    Viewing Via List View
    Viewing Via Record View
    Viewing Via Recently Viewed
    Viewing Via Preview
    Viewing Via Reports

The Viewing Records section describes the various methods of viewing records, including via the list view and record view, the Recently Viewed menu in the module tab, previewing records in the right-hand side panel, and reports displaying the record's data.

Searching for Records
    Global Search
    List View Search
        Creating a Filter
        Saving a Filter
The Searching for Records section provides an introduction to the two searching methods for locating Sugar records: global search, which searches across all Sugar modules, and list view search, which searches and filters within the module.
List View
    Total Record Count
    Create Button
    List View Search
    Checkbox Selection
    Mass Actions Menu
    Favorite Designation
    Column Reordering
    Column Resizing
    Column Sorting
    Column Selection
    Preview
    Record Actions Menu
    More Records
    Dashboards

The List View section walks through the many elements of the List View layout, which contains a filterable list of all records in the current module. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the list view are described in the List View Mass Actions Menu and List View Record Actions Menu sections of the module overviews below. 

Record View
    Favorite Designation
    Next or Previous Record
    Actions Menu
    Show More
    Dashboards

The Record View section walks through the many elements of the Record View layout, which contains detailed information about a single record. While the generic menu options are described in the User Interface sections linked to the left, the options specifically available in the record view are described in the Record View Actions Menu sections of the module overview sections below.

Editing Records
    Editing Inline Via Record View
    Editing Via Record View
    Editing Inline Via Subpanels
    Editing Inline Via List View
    Mass Editing Via List View

The Editing Records section describes the various methods of editing existing records, including inline via the record view, in full edit mode on the record view, inline via the subpanel on related module records, inline via the list view, and via the Mass Update option on the list view. 
Deleting Records
    Deleting Via Record View
    Deleting Via List View
    Mass Deleting Via List View
The Deleting Records section describes the various methods of deleting unwanted records, including via the record view, an individual record's Actions menu on the list view, and the Mass Actions menu on the list view.
Exporting Records The Exporting Records section provides an introduction to the export functionality, which allows you to download a list of records and all their data as a .csv file for use outside of Sugar (e.g. in Microsoft Excel).
Recalculating Calculated Values The Recalculating Calculated Values section provides instructions on utilizing the Recalculate Values list view option to update calculated field values in the module if the administrator has changed the field's formula via Admin > Studio.
Finding Duplicate Records The Finding Duplicate Records section provides instructions for locating duplicate records. If searching on matching fields (e.g. Name) identifies one or more duplicates, they can be merged into a single record.
Merging Records
    Merging Via List View
The Merging Records section provides instructions for merging duplicates, which combines field values and related records into a single record.
Favoriting Records
    Favoriting via List View
    Favoriting via Record View

The Favoriting Records section describes the various methods of marking records as favorites, including via the list view and record view.

Note: You can only mark records as favorites via the Product Catalog module. Favoriting a product catalog record allows you to easily access the product from the list view, Product Catalog Quick Picks dashlet, the Product Catalog module tab, or from within the search and select drawer. For more information on the Product Catalog Quick Picks dashlet, please refer to the Opportunities or Quotes documentation. 

Sharing Records The Sharing Records section provides instructions for the Share record view option, which composes an email with a link to the record. If the recipient is logged into Sugar, clicking the link will bring them directly to the record view.

Last modified: 2020-10-30 14:12:02