Adding Products to Sales Forms

Adding Products to Sales Forms

In order to sell the products in your Catalog, you will need to add products (SKUs) to your Sales Forms on the Products & Data Fields tab.
  1. You can also edit the form settings for multiple products at once on a form by using the "edit checked" button.
  2. If you need to delete a product you have already added, use the 'edit' button, then the red 'delete' button at the bottom of the page. However - this is ONLY recommended while you are creating the form. Once sales have begun, we do NOT recommend deleting products from your forms. Instead, you can hide the product so it is no longer visible. (see additional information below about Visibility and Hiding line items)
Important! Do not include a duplicate SKU/Option on a form.

Product Description

Section:  If you want to break your form into sections, enter a section heading here.

SKU: The SKU is created in the Catalog. Select the SKU from the drop down list. The following fields will be auto-populated from the information included with that SKU in the Catalog.
  • Description - The label used on your forms.
  • Special Notes - Special notes appear directly below the item in the product list.
  • Extended Description - The extended description is presented in a drop down box below the item in the list on your form.
Override Catalog - Yes/No:  Select "Yes" if you want to change the settings from what is saved in the Catalog for this form only.
  • You can override the catalog information at the form level.
  • Changes made at the form level will NOT be reflected in the catalog for that SKU.

Form Specific

The Form Specific tab is where you specify information about the product (SKU) that is unique to this form.

Minimum Quantity:  Users must purchase at least this many.  Type "0" or leave blank if you don't want to set this.

Maximum Quantity:  Users aren't able to purchase more than this number.  Enter a number (no larger than 100) if you want the quantity to display as a dropdown.  Type "0" or leave blank if you don't want to set this.

Default Quantity:  Start the quantity with this number. If no Minimum is set, the user will be able to change the quantity to 0/remove the item.

To enforce the purchase of an item, set both the Minimum and Default to 1. The user will not be able to remove the item.

Present a row for each student? - Yes/No:  Select "yes" if you want the product to be available for each specific student associated with the user's account.
Do NOT set this to "yes" if your entire form is already set up to present as one per student on the Form / Settings tab. Choose one location or the other.

Show prior purchase message? - Yes/No:  Select "yes" if you want the user to get a warning message if they have previously purchased this item. This is helpful for items which a user would typically only need to purchase one of such as a yearbook or school supplies.

Allow user to re-purchase item? - Yes/No:  If you set this to “No,” the system will not allow the user to place an order for an item they’ve already bought in the past.
  • This is controlled at the SKU level, so if you have the same SKU on multiple forms and each Form Specific tab for the SKU is set to "No," the user will not be able to re-purchase.
  • If the form or product is set to "One Per Student," the user will only be allowed to purchase one item for each of their students.
Re-purchase Cutoff Date/Time:  This tells the system how far back to look for prior purchases of the item.
  • When the re-purchase option is set to "No," the Cutoff Date creates a condition where if a user has purchased the item SINCE that date, they WILL NOT be allowed to re-purchase.
  • But if the user purchased the item BEFORE that date, they WILL be able to purchase it again.
Below the quantity selection for each item on a form, if the user has purchased that item before, a message will present that states: “Previously purchased __ time(s).” 


Visibility

The Visibility tab allows you to specify when and to whom your products are shown.

Visibility:  Do NOT delete a product from a form if there are purchases already made for that product. Use the Visibility setting instead.
The product can be set to:
  • always be presented
  • be hidden from view
  • be hidden only when out of stock
Require Membership? - Yes/No:  If yes, this product will not be made available unless the user is a member of your organization.

Membership is not granted until a Membership SKU that is set to grant membership has been purchased.

Present Only to Grade:  This is an option available for organizations who have students. Select the grades for which this product should be presented. Checking nothing ignores this restriction.


Images

Both of these fields will be auto-populated from the information included with that SKU in the Catalog.
  • You can override the catalog information at the form level on the Product Description tab.
  • Changes made at the form level will NOT be reflected in the catalog for that SKU.
Small Image:  Images can make your form "pop".  Don't miss an opportunity to include a picture, especially if you are trying to sell apparel. The small image shows up on the form. The best size for the small image is 100 px wide. If your picture is really large, it will make the page load slowly. Resize large pictures!  

Large Image:  If you have a large image of your item, place it here. We'll open a new window and display the large image for your user.


Sales Information

These fields will be auto-populated from the information included with that SKU in the Catalog.
  • You can override the catalog information at the form level on the Product Description tab.
  • Changes made at the form level will NOT be reflected in the catalog for that SKU.
Options Label:  If there are options, how do you want to label the options? Size, Color, etc

Options:  A list of options that are available. For apparel it would include the sizes available. The list of options available can only be set at the SKU level. Select which options will be shown on the form.

Removing Options From an Active Form

When your inventory level for a specific item reaches zero, you can "remove" the option from the form by making it Inactive. Simply "uncheck" the options you no longer want presented to the user.




Sales Price:  How much is your item?
  • You have the option of allowing users to select a sales price. If you wish to allow users to select their sales price, enter multiple prices separated by commas.
  • An example would be for donations.
  • Do not include dollar signs.
Allow Custom Price - Yes/No:  Do you want to allow users to type in their own price?  This is typically used for donations.

Ledger Accounts & Amounts for Income: You can distribute the income from each product among up to 4 accounts. Go to the Accounting tab on the Dashboard to set up your accounts.

Item Taxable:  Should we charge sales tax for the item? Sales tax will be added to the sales price. Sales tax is itemized on the receipt and in your financial reports.


Adding Data Fields to a Product (SKU) on a Form

If you would like to collect specific data for each quantity of a product (SKU) that is purchased, you can add data field(s) for the specific product. The customer will be presented with a set of these fields for each quantity selected.

Product Data Fields will NOT work for SKUs that have a sales price set to Custom or Various amounts.

Advantages to Using Product Data Fields:
  • Collecting information for an event such as a race or fun run when multiple people need to be signed up together.
  • Custom donations such as pledges for a race or fun run. When using a Guest Form - if a family has multiple students and you want to track student, teacher, and grade level information for each one without setting the product to one per student, adding data fields to the product is a good way to do it.
  • Collecting Lifetime Membership information.
  • Yearbook Shout-Outs when you want to collect a message based on a purchase.
  • Personalization on items such as Spirit Wear.
  • Reporting!  Each set of fields will appear on its own line. The best report to use is the Excel "Detail" Report. This will allow your collected data to be sorted more easily. However, you can also include Product Data Fields in the on-screen version of the Fulfillment Worksheet and on Packing List Reports (not the labels.)





To Add Data Fields to a Product on a form:  Go to the Data Fields tab and select "add a data field..."




Enter the following information:

1. Data Type - Choose from:
  • Text Box (a single line or multiple lines)
  • Select Box (will present a drop down menu of choices)
  • Radio Buttons (will present all options in a row, but only allow one selection)
2. Field Name - This is for your reports. Do NOT change this after data has been collected.
3. Label - What the user sees on the form.
4. Options - The choices for Select Boxes and Radio Buttons. (Leaving a blank line above the choices for a drop down select box will not populate a selection until the user makes a choice.)
5. Allow Blank? - Specify whether the user may leave the field blank or must put something in the field.
6. Error Message - Specify a message that will be displayed to the user if they don't fill in the field.
7. Save Field


  1. After you have saved the field, go to the Form Specific tab for the Product - You must set the Max Quantity to 1 or greater for the product in order to present the drop down choice for the number to be purchased. This triggers the data fields. If left blank, no data fields will present.
  2. Reminder - Product Data Fields will NOT work for SKUs that have a sales price set to Custom or Various amounts.

Please Note: If you plan to use the same data fields for more than one SKU on the same form, make sure the Field Names are consistent so that the report columns match up correctly. 

Field Set Multiplier
If you would like to present multiple "sets" of these data field(s) for each quantity purchased, you can select a multiplier. Leaving this number set to 1 will add a 1 complete set of data fields for each SKU quantity selected.




This is Admin view of the form with the data fields added to the products:


This is User view of the form with the data fields added to the products:
(Data Fields will only be presented when the user selects a quantity for the product.)




The data collected in Product Data Fields is able to be edited by an Admin on the existing order.

When you add a product to an order on the dashboard, the associated data fields for that product (if any) are populated on the form as well.

Hiding a Product on a Form

If a form has a product on it and the item is no longer for sale, you can hide the product.

This is preferred to deleting the product. If you delete the product from the form, the form report will NOT include any information related to the sale of that item on the form report.

To make a product hidden:
  1. Go to Store & Forms > Select the Form.
  2. On the Products & Data Fields tab, select "edit" for the product that is no longer available.
  3. On the Visibility tab, select the "hidden" option to hide the product on the form.
  4. You also have the option for the product to be hidden when it goes out of stock.


Form Validations - Restrictions for Products

Form Validations are a series of expressions that allow you to place restrictions based on the purchase of SKUs within a single form.

Note: This feature is currently only available to Membership Toollkit Team Members. If you are interested in adding a form validation to a form, submit a ticket through our Help Desk and we will be happy to set that up for you.

Types of Expressions:

Exclusive
This is used when you have multiple SKUs on a form but you want to limit that only one can be purchased.
Example: there are 2 programs on Monday but the user can only register for one. Add an exclusive statement to limit that only one of the two can be purchased.
EXCLUSIVE,[sku1],[sku2],...

Minimum Quantity
This is used when you want to require a minimum number of items using multiple SKUs.
Example: you have Spirit Wear Closeout Form with 12 items for sale and they must purchase at least 3 of the items in order to checkout.
MINQTY,[qty],[sku1],[sku2],[sku3],...
- must select at least [qty] of the skus listed

Maximum Quantity
This is used when you only want to allow a user to purchase up to a specific number of items (SKUs) on one form.
Example: you have two SKUs selling tickets to a show on two different nights and parents are only allowed to purchase up to 6 tickets between the two nights.

  1. Unless the form is marked as a single use form, this won't prevent a parent from coming back and ordering more later.  
  2. You can combine this together with other rules too. For example, you can set both a MINQTY and a MAXQTY to select a range.
MAXQTY,[qty],[sku1],[sku2],[sku3],...
- must select no more than [qty] of the skus listed

Prerequisite - At Least
This is used if you want users to be forced to purchase a specific SKU before they can elect and checkout with a different SKU.
Example: you sell a Membership that comes with a free t-shirt. The user can only select the free t-shirt if they have already selected the Membership SKU. If they only select the free t-shirt they will receive an error message letting them know they must select the Membership SKU in order to select the free t-shirt.
PREREQ,[cond_sku],[qty],[sku1],[sku2],[sku3]...
- must select at least [qty] of the [sku](1,2,3...) before any of [cond_sku] are allowed

Prerequisite - Each
This is used if you want users to be forced to purchase more than one SKU before they can elect and checkout with a different SKU.
Example: you offer a free t-shirt with the purchase of a Membership and a Yearbook.  The user can only select the free t-shirt if they have already selected the Membership SKU and the Yearbook SKU.  If they only select the free t-shirt they will receive an error message letting them know they must select the Membership and Yearbook SKUs in order to select the free t-shirt.
PREREQEA,[cond_sku],[qty],[sku1],[sku2],[sku3]...
- must select at least [qty] of EACH of the [sku]s listed(1,2,3...) before any of [cond_sku] are allowed



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