back to How to... Rental

 

Assortments

menu path : [maintenance, reference, assortments ]

Assortments are used to group the same kind of items together. Every item can only belong to one assortment. So the assortment should be unique for every individual item. There is no maximum to the amount of assortments used inside one company.

For the rental solution the assortment is used to search for items and serial numbers in the availability searches;

- item search

- serial number search

Also, within Rental:

• A seperate Assortment is to be created and used for the freefields on Addresses, Items and Serial Numbers (to be filled in the rental settings).
• Rental items can be in any assortment.
• All Transport items need to be in one and the same assortment.
• Sales items can be in any assortment
• All Discount/Charge items need to be in one and the same assortment.
• All Remark items need to be in one and the same assortment.

You can create a new assortment as follows:

• Go to module Logistics  [maintenance, references, assortment].

• Click on "New" to create new assortment.  To edit an existing assortment, just select one from the list.

The followings are the screen shots and the explanation:-

 

Fields	Description
General
Assortment	The assortment will automatically assigned a number or you can manually assign the number to it.
Code	This is the assortment code.
Description	Enter the description of the assortment code.
Resource	Link a resources that is responsible for managing this assortment

Fields	Description
Security
Security level	Enter the security level to determine who can view this assortment category.
Allow: New - Item	Specify if this assortment allows new item to be created

Fields	Description
G/L Account
Sales	Specify the default G/L account for sales to be used for this assortment
Purchase	Specify the default G/L account for Purchase to be used for this assortment
Stock	Specify the default G/L account for Stock to be used for this assortment
Cost price	Specify the default G/L account for Cost Price to be used for this assortment

Fields	Description
Releases
New	Click on the new button to create releases for this assortment.
Note!	You can only create a new release, after you have saved this assortment.

 

Fields	Description
Properties
New	You can only select a property, after you have saved this assortment
	For more information, click here

 

Field	Description	Remarks
Remarks
Remarks	Enter any remarks about the assortment.	An example of remark could be a brief description of the product features or the range of products under this assortment.
Insert picture	You can only select a picture, after you have saved this assortment	It's recommended to use images smaller than 100 * 100 pixels

 

Field	Description
Contract
Use in: Contract	Specify if you wish to use Contract in this assortment
Allow: New - Contract	Specify if this assortment allows new contract to be created
Item - Selection	Enter the SQL statement to filter the items
Program -ID
Parameter
Main category	Once the contract generated it will be store in e-documents. Specify the e-documents main categories to be used for storing the contracts information on processing the prolongation.
Category	Specify the e-documents categories to be used for storing the contracts information on processing the prolongation.
Sub-category	Specify the e-documents sub-category to be used for storing the contracts information on processing the prolongation.
Security level	Specify the security level for the contract.

 

Field	Description
Catalog
Use in: Catalogs	Specify if this assortment is to be use in any catalogs
Group by-1	You can specify the grouping in the catalog here
Group by-2	You can specify the grouping in the catalog here
Order	Set the order you wish to display the assortment in the catalog

 

Field	Description
Free fields: Item / Free fields: Serial numbers
Free Fields	There are 10 Text fields, 5 Date fields, 5 Number fields , 5 Yes/No fields available  for use to enter additional information that the default fields does not cater for.

To discontinue an assortment

As assortment does not have a status active / inactive, and cannot be deactivated.
You can indicate in an assortment, if it can be used to create (new) items, if it can be used to create new contracts and if the assortment can be shown in a catalog. If all checkboxes 'allow: new - item', 'allow: new - contract' and 'used in: catalogs' are NOT marked, then you will not be able to use the assortment for anything (which implies that it is inactive).

The reason why there is another checkbox in the 'contract' section is to indicate if the assortment can be used for contract at all. In the event that you still have contract that needs this assortment, the checkbox 'Used in - contracts' should still be marked (otherwise you cannot prolongate contracts etc.).