Kitting

From Fishbowl Inventory

In the Product module, a kit may be defined as a group of products that are packed together and then sold as a whole final single product. When defining a kit, you have the option of having the kit grouped together (locked together) when it is on a Sales Order. When a grouped kit is added to a Sales Order, it is added as a single, grouped product (with a header). However, the user will have the option of ungrouping the kit so that the kit items will be individual items on the Sales Order if they wish.

The Product module lets you define a product from a part, and also gives you the ability to define a kit from multiple products. Kits can include services and tangible parts, as well as items that represent tax rates and discounts. Best of all, kits can be configurable!

Contents 1 Create a New Kit 2 Edit a Kit 3 Delete a Kit 4 Add a Kit to a Sales Order 5 View Kit and Kit Items 6 Ungroup a Kit 7 Picking and Replenishing 8 Specify Kit Price

Create a New Kit

You can add products to a kit that are standard, optional, variable, optional-variable, Discount, or a Tax Rate.

• Standard: A Kit Item specifying a product, quantity and unit of measure.
• Optional: A Kit Item specifying several optional products.
• Variable: A Kit Item specifies one product and a default quantity. The quantity can vary within the range specified by the minimum and maximum amounts.
• Optional-Variable: A Kit Item specifying alternative products and a variable quantity for each one.
• Discount: A Kit Item specifying a discount.
• Tax Rate: A Kit Item specifying a tax rate.

You can include as many standard, optional, variable, variable-optional, discounts, and tax rate products in a kit as needed.

To make a kit, first ensure that all products you wish to include in it have been defined. Each kit must have a name, description, and price (it can be zero), and at least one product. You can include a picture of the kit items, or at least a picture to represent the whole kit.

The design of the "New Kit" panels and functions are similar to those for a new product. The main difference is that the Kit panels include the 'Kit Products' panel, where the individual products are added (via a wizard). Currently, there isn't a substitute kit function/panel. But you do get the Pricing Rules and Associated Pricing functions.

In the Sales Order module, when a kit is added to the order, pricing rules, customer pricing and discounts, and customer group pricing and discounts will apply to the kit in the same way that they would apply to an individual product. As for associated pricing, any associated prices defined for the kit as a whole will be put on to the Sales Order if the SO module user adds them (as an SO 'Associated Prices' item representing the associated prices for the kit located above that item). You should know that when the SO user does this, any individual associated prices - for the products within the kit - will also be added to the SO. Sales Order users will be able to delete and edit items in a kit, including associated prices, but only if the kit is ungrouped. (A grouped kit can be ungrouped in the SO module.)

When creating a Kit, it must first be done in the Materials Module Group | Product Module. Choose the New icon located from the Module Toolbar, and select New Kit. A blank kit will be displayed in the General Subtab of the Main Screen. Here you will enter your Kit Name, Description, Price, etc. Once all of the information has been entered under the general subtab of your kit, it is time to add the kit items. To do this, select the Kit Items subtab.

Once you are in the Kit Items subtab, choose the Add Product to Kit icon located on the Component Toolbar. This will display the Add Kit item Wizard. The first step of this wizard is to choose whether your product will be a Standard, Optional, Variable, Optional-Variable, Discount, or Tax Rate item. The process of adding kit items is the same; however, depending on which product type is chosen, the wizard may be slightly different. The following instructions will display the process of adding each product type to your kit.

Adding a Standard Item

A Kit Item specifying a product, quantity and unit of measure. The first step of adding a standard item asks you to specify your product number. You may select a product from the given drop-down menu, or you may select the binoculars icon and search for a product in that manner. Any product that is to be added to a kit must already exist in Fishbowl. Choose Next. You will then be asked to specify the quantity, UOM, and SO item type (Sale, Credit Return, or Drop Ship) for this kit item. Choose Next. The last step allows notes to be entered regarding this kit item. These notes will be displayed in the Note column of the line item in the Kit Product Information area.

Adding an Optional Item

A Kit Item specifying several optional products. When adding an Optional product to a kit, the first step you will be asked to take is to specify your Kit Item Name. Optional items allow the user to choose between several products, so the Kit Item Name is a way to somewhat categorize these products. For example, you could specify your Kit Item Name to be brakes and assign your optional items to be either everyday brakes, or heavy duty brakes. The kit name will also be what's visible within product searches, and will be the header for the kit whenever it is added to a Sales Order as a grouped kit. Once you have specified your Kit Item Name choose next.

Step 4 requires you to choose the optional items to differentiate between. You may also choose a price adjustment, if any, for each item when it is added to your order. The default kit item will automatically set itself as the first item added; simply uncheck the default box and check whichever item you wish to be default. You may also delete optional items here by highlighting the chosen product and selecting the delete item icon located on the Component Toolbar. Choose next. Step 4 allows you to specify the quantity, UOM, and SO Item Type (Sale, Credit Return, Drop Ship). Once this information has been added choose Next. The last step allows notes to be entered regarding this kit item. These notes will be displayed in the Note column of the line item in the Kit Product Information area.

Adding a Variable Item:

A Kit Item specifying one product and a default quantity. The quantity can vary within the range specified by the minimum and maximum amounts.

The first step of adding a Variable item asks you to specify your product number. You may select a product from the given drop-down menu, or you may select the binoculars icon and search for a product in that manner. Any product that is to be added to a kit must already exist in Fishbowl. Choose Next.

Step 3 of adding a Variable Item requires you to enter your default quantity, plus minimum and maximum quantity allowed for this product. On this step, you may also enter the kit item's UOM and SO Item Type (Sale, Credit Return, or Drop Ship). When an SO user is adding the kit to an order, the Add SO wizard will include a step for the ‘variable’ item. The step will show the possible quantities of the product to the user, with the default quantity already entered. The user can leave the default quantity, or enter a quantity that is within your specified range.

Step 4 allows an adjustment of the Kit Price to be made if the order requests more or less than the default quantity. These price adjustments will only be used if the Specify Kit Price box is checked in the general subtab of the kit. When adding this kit to an order, In addition to seeing the product numbers and descriptions, if the kit you are defining is a Grouped kit (and you mark the Specify Kit Price) the user will see the price adjustment per unit of product.

Although the default quantity has a price, no extra charge will be added to the kit price if the SO user selects the default quantity. If the SO user selects a quantity other than the default, the price of the kit/items will be adjusted to reflect the price difference between the default quantity and the selected quantity. When you have completed adjusting the Kit Price, choose Next.

The last step allows notes to be entered regarding this kit item. These notes will be displayed in the Note column of the line item in the Kit Product Information area. Click finish to add your item to the kit.

Adding a Variable-Optional Item

A Kit Item specifying alternative products and a variable quantity for each one. When you want to add a Variable-Optional item to a kit, you first need to specify your Kit Item Name. Optional items allow the user to choose between several products, so the Kit Item Name is a way to somewhat categorize these products. For example, you could specify your Kit Item Name to be brakes and assign your optional items to be either everyday brakes, or heavy duty brakes. The kit name will also be what's visible within product searches, and will be the header for the kit whenever it is added to a Sales Order as a grouped kit. Once you have specified your Kit Item Name choose next.

Step 3 requires for optional products to be specified. You may also choose a price adjustment, if any, for each item when it is added to your order. These price adjustments will only be effective with Grouped kits. The default kit item will automatically set itself as the first item added; simply uncheck the default box and check whichever item you wish to be default. You may also delete optional items here by highlighting the chosen product and selecting the delete item icon located on the Component Toolbar. Choose next.

Step 4 of adding a Variable Item requires you to enter your default quantity, plus minimum and maximum quantity allowed for this product. On this step, you may also enter the kit item's UOM and SO Item Type (Sale, Credit Return, or Drop Ship). When an SO user is adding the kit to an order, the Add SO wizard will include a step for the ‘variable’ item. The step will show the possible quantities of the product to the user, with the default quantity already entered. The user can leave the default quantity, or enter a quantity that is within your specified range.

The last step allows notes to be entered regarding this kit item. These notes will be displayed in the Note column of the line item in the Kit Product Information area. Click finish to add your item to the kit.

Adding a Discount Item

A Kit Item specifying a discount. For a kit that is priced as a whole, aka Specify Kit Price, If there won’t be a percentage tax on the kit, the percentage discount must be the first line in the Kit Product list. If there will be a percentage tax on the kit, that line will be first, and the percentage discount must be the second line.

If an item is individually priced, a percentage discount will apply only to the line item above it.

More than one discount item can be in a kit, yet a kit-priced kit can have just one percentage discount. When the kit is added to a Sales Order, all of the discounts will apply. However, if desired the user may delete Discount items once the kit has been ungrouped on your Sales Order.

Step 2 of adding a discount asks you to choose the desired discount type. All of the discounts available in the drop down menu are being pulled from the Discount Module. If you would like to add a discount that is not yet available, it must first be created through the Discount Module. Once you have chosen the desired discount, choose next.

The last step allows notes to be entered regarding this kit item. These notes will be displayed in the Note column of the line item in the Kit Product Information area. Click finish to add your item to the kit.

Adding a Tax Rate Item

A Kit Item specifying a tax rate. For a kit that is priced as a whole, or Specify Kit Price, if there is a percentage tax on the kit it must be the first line in the list of kit items on the Kit Products panel.

For individually priced items: A percentage tax will apply only to the product above it. If you need to apply a percentage tax and a percentage discount to the same item, put the lines in this order: Item, Tax, Discount. If the tax follows the discount, the tax won’t be applied.

Step 2 of adding a tax rate asks you to choose the desired tax rate. All of the tax rates available in the drop down menu are being pulled from the Tax Rate Module. If you would like to add a tax rate that is not yet available, it must first be created through the Tax Rate Module. Once you have chosen the desired rate, choose next.

When putting the kit on an SO, you can’t have the same defined tax included in the kit and applied to the overall order. The actual rate can be the same—under a different name—but the tax rate Name must be different.

The last step allows notes to be entered regarding this kit item. These notes will be displayed in the Note column of the line item in the Kit Product Information area. Click finish to add your item to the kit.

Once your items have been added to your Kit, choose the Save option from the Module Toolbar to complete the creation of your Kit. If you ever wish to edit a kit or kit items, you may do so through the Kit Items subtab of the Kit Product.

Edit a Kit

A kit may be edited in two ways: it may be edited after it has been added to a Sales Order, or the product kit may be edited within the Product Module.

Edit a Kit Via Sales Order

To edit the kit as a whole, you must first edit its header. Double click on the Product Description line (without clicking the box) to open the Sales Order Item Details box. Alternatively, you could highlight the header and click the Edit Item icon, right click your mouse and select edit item, or choose Ctrl-Shift-E from your keyboard.

The Sales Order Item Detail allows you to modify the unit cost, item quantity, and fulfillment date. some tracking information may be added, and the item's Class may be changed. Several other editing options are available here as well.

In the configuration subtab, all of the kit items are listed with the kit's particular configuration; however, the Configuration panel is a read-only section of this edit box.

When all of your modifications have been made to the kit, choose ok to save your progress and view the Sales Order again.

Edit Kit Items via Sales Order

You can edit the items of a grouped kit without ungrouping the kit; however, neither the quantity or price of an item may be modified. Double click the line item to be edited; the Sales Order Item Details box will be displayed.

Here you can change the price and quantity if the item is individually priced. (If the item belongs to a kit-priced kit, the Unit Price and Quantity fields will be disabled.) You can change the line item class, the Taxable flag, and the fulfillment date. Edit/add notes as desired. Customer part numbers and revision levels may also be added.

If you would like to see the list price (from the kit record) of a kit-priced kit, click the Pricing button. (The pricing button is disabled if the item has no price due to a specified kit price.)

The Sales Order Item Details will also show you every existing discount and pricing rule. If multiple prices are available, your Pricing display will have multiple rows of prices. You can select a different price by highlighting the desired row then clicking OK. Your selected price will replace the Unit Price on the Details panel of the Item Details. Items don’t have a Configuration panel…but you can view the inventory figures for the item.

When all of your changes have been made, click ok. On the Sales Order, the line item reflects changes to its quantity, price, fulfillment dates, notes, and Taxable flag.

Edit Kit items via Product Module

Kit items may be edited on the kit, which is found in the Product Module. To edit items, double click on the Kit from the Search Panel. When the kit is shown on the main screen, choose the Kit Items subtab. Highlight your line item and choose the edit icon from the Component Toolbar. This will display the Add Kit Item Wizard, where necessary changes may be made. When you have finished the Wizard, click Save from the Module Toolbar to save your changes.

Delete a Kit

Delete a Kit from a Sales Order

If the kit is grouped, it may be deleted by first deleting the kit header. If the kit is NOT grouped, each individual item will need to be deleted manually.

To delete a grouped kit:

Select the header and choose the Delete Item icon from the Component Toolbar. You will be asked if you want to delete the selected item. Choose Yes; you will be asked if you want to delete the kit items. To remove the entire kit from the Sales Order, click Yes. You will need to Save the Sales Order to ensure that the kit has been deleted.

To delete an ungrouped kit:

Highlight all of the line items you wish to be deleted. You may select multiple items at a time by left clicking on the top item, holding the Shift key, and clicking the other corresponding items to be deleted. Click the Delete Item icon. You will be asked if you want to delete the selected items. Choose Yes, and the selected items will be deleted from the Sales Order. Make sure to Save the Sales Order to ensure the deletion of your items.

Delete Kit Items

To delete an item from a grouped kit:

Select the item and click the Delete Item icon. You will be asked if you want to delete the selected item. Choose Yes; you will then be asked if you want to delete the rest of the items in the kit. Since you likely want to keep the other items, click No. You will need to Save the Sales Order to ensure that the items are deleted.

To delete an item from an ungrouped kit:

Highlight the item to be deleted and choose the Delete Item icon from the Component Toolbar. You will then be asked if you want to delete the selected item. Choose Yes and the item will be deleted from your order. Remember to Save the Sales Order to ensure that your deletion takes effect.

Add a Kit to a Sales Order

These instructions assume that you already are familiar with creating Sales Orders and adding products to them. The emphasis here is on the functions, features, and instructions that are specific to adding kits. The steps that you proceed through to add a kit can differ according to the configuration of the kit. The content of the wizard steps is also affected by whether the kit will be priced as a unit.

On the Sales Order, the look of the kit (header and line items) and the pricing of the kit are influenced by how the kit has been specified in the Product module.

For Example,

• Grouped kits will appear with a header , which you can click to expand/collapse the kit so that the line items show or don't show.
• Kits that were defined with the Specify Kit Price / Add Kit as Group selected will show only the kit price; the individual items will in fact be included in the price of the kit (in accordance with their kit definition in the Product module), but their prices will be listed as zeros. The exact price of the kit will of course be influenced by the selections that you make when adding the kit.
• You can ungroup a grouped kit by deleting the header. When you do, the individual prices will change from zeros to the appropriate individual prices.
• Kits that have the Specify Kit Price turned off will not have a kit price, but instead will have prices on the individual items. The item prices will comes from the Product records (not the Kit record). The item prices won't be adjusted according to kit Price Adjustments, but will instead be priced per unit at the product price.

To add your Kit, simply choose the product from the drop down menu on the Sales Order and select the Add Product icon. If you have an Optional or Variable product on your kit, a dialog box will be displayed before the kit is added requesting the user to specify the optional items. Select your items and choose Finish to add the kit to your Sales Order.

View Kit and Kit Items

A grouped kit will have a header. You can tell where a kit begins, and which line is the header, because of the brown header box. The kit's line items are indented underneath the header.

A kit's record (in the Product module) indicates whether the kit should be displayed as just a header or as the whole kit (with items) when it is added to an order. You can change the view by double clicking on the box icon in the kit's header. An ungrouped Kit may not be collapsed.

To expand a kit, double click on the closed brown box located in the kit's header.

To collapse a kit so that only its header shows, double click on the open brown box located in the kit's header.

Ungroup a Kit

To ungroup a grouped kit, your kit item must first be entered onto a Sales Order. A grouped kit will show a closed brown box as a header and no kit items will be visible. An expanded Kit will show an open box as a header , and all of the kit items will be visible beneath the kit header.

To ungroup your Kit, select the header then click the Delete Item button. You will be asked if you want to delete the selected item. To delete the header, respond with a Yes. You will be asked if you want to delete the entire kit.

Since we simply want to ungroup the kit, click No. The header disappears, and the individual item prices are no longer zeros - the kit items are now priced individually. If the kit included a percentage discount and/or percentage tax, they are now equal to zero. You will need to manually reapply the desired tax rates and discounts if necessary.

Picking and Replenishing

The status of the kit line item does not always correspond with line items. The actual line item for the kit header will have an entered status until it is shipped. The reason for this is so you can ship out different parts of the kit at different times. The separate status allows you to see that the kit has not been completely fulfilled (whether your items are picked, shipped, or nothing has yet been completed).

All the line items under a kit header are just the same as if you were adding the part manually to the SO. The kit just allows you to add these parts in a group and make a special price for the entire group. If you are short inventory you have different options for making inventory available. You have to receive some inventory in from a vendor, create a WO for the part that is not available (if it is manufactured and has a BOM), or you can cycle in inventory if you have some in the warehouse but Fishbowl doesn't have record of it. Essentially, if a kit item is unavailable you need to make it available just like any other line on the SO.

Specify Kit Price

The idea behind the Specify Kit Price feature is so you may either hide the real product prices and specify your own price, or you can discount the price if they buy an entire kit rather than the separate prices. If you choose to specify kit price and then open the kit to show all items, the items will show $0.00 because it is a field that is set to be that way. It is still a SALE type line item, so it has to have something in the price column. (It also makes sure that when these items go to QuickBooks, the price goes over with the KIT, not the individual parts.)