SKU - The SKU is the code in your Membership Toolkit system that tracks all of your transactions. All SKUs are created and stored in the Catalog.

Video - How to Create a SKU

Adding a New Product to the Catalog

To add new products to your Catalog, go to Store & Forms / Catalog / Add New Product.

Product Information

SKU Name

Tips for creating SKUs:

• No spaces
  
• Use number, letters, hyphens, and underscores
  
• Reports are run by SKU. Be logical in creating your SKU. For example: all school supplies should start with SUPPLIES or SS so all of these items are grouped together in your report.
  
• If you are using a "Store" (instead of a Form to sell your items) please note that Items will appear in the Store in the order they are listed in the Catalog, which is alphabetical by SKU name.
  
• Changes made on a form will not be reflected in the Catalog. Once a SKU is added to a form, changes to the SKU in the catalog will not be reflected in the form. An exception to this is the "Options" that are available in the SKU.
  

Product Active?

Select "Yes." If you select "No," it won't appear in your lists for creating forms. You can retire old SKUs by making them inactive.

Description
The label used on your forms.  

Special Notes
Special notes appear directly below the item in the product list. This is limited to 255 characters. A message will appear in red to let you know how many characters you have left.

Extended Description
This is where you put more information about a particular product. The extended description is presented in a drop down box below the item in the list on your form.

Images

Add pictures and graphics to your products on the Images tab.

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.  Re-size large pictures!

Large Image

If you have a large image of your item, place it here. A new window will open and display the larger image.

To resize and crop a photo:

1. From the Dashboard go to Files and select the file you wish to edit.
   
2. Select the "Manage" drop down menu at the top.
   
3. Select "Edit". The "Edit Image" screen will pop up and you can adjust your image.
   

Sales Information

This is where you add all of the pricing and inventory information about your products.

Sales Price
Your sales price! You have the option of allowing users to choose 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 or spaces.

Allow Custom Price
Do you want to allow users to enter their own price? If you choose this option, be sure to set the Maximum Quantity to "1" on the Form Specific tab when you add the SKU to a form.

More About Custom Sales Price

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. 

Category
The financial category affiliated with this SKU. It is IMPERATIVE that you be consistent in naming your categories. For example, if you label one category as MEMBERSHIP, use the same all caps format for all other membership SKUs. Otherwise, the columns in your report won't match up.

Ledger Accounts & Amounts for Income

Leave these fields blank if you're not using the Membership Toolkit Financial Package.

If you are using the Membership Toolkit Financial Package, stop here and be sure the accounting information has been set up. It is recommended that you seek advice from your treasurer before filling this out.

You can also view our Knowledge Base Article:  Ledger Accounts & Amounts for Income for further information.

Payment Application Priority

If your organization allows partial payments on orders, you can select which SKUs have a higher priority for payments to be applied. See our Knowledge Base Article: Prioritizing Payments for more details.

Is this product deliverable?

Is this an item that can be delivered such as school supplies or spirit wear? Or is it non-deliverable such as memberships, donations, etc.? Selecting yes here also allows you to use the Fulfillment Worksheet report. This report allows you to filter by SKU and completely customize the parent and student information in regards to your custom fields.  This can be very useful even for items that aren't truly being delivered.

Manage Inventory
Is there a limited number of inventory for this product? If so, select yes. The default for managed inventory is 0. To add inventory go to the Catalog list and select the "adjust inventory" button in the "Inventory Managed" column associated with the SKU.

Events

A SKU doesn't have to be a physical product - it can be used to represent a ticket or a reservation for an upcoming event.

• Is this an Event SKU?
  

• The default is "No, this is a product."
  
• Select "yes" if your SKU is tied to an actual product or if it's a "ticket" or "reservation" for an event.
  
• Selecting "yes" will allow you to input other information about your event.
  

Max Qty when Reset

The default quantity inventory should be reset to.

Event Dates/Times

• This will allow you to specify the date/time that the event takes place. (At this time, this is mostly informational. If you want users to be able to select a specific event date, we recommend adding the dates to the Options tab or creating separate SKUs.)
  
• You must first save the SKU before you are presented with the blue button to add event dates and times to it.
  
• This information transfers to the “attendance sheet” report
  

• Go to Store & Forms / Reports / Ordered Items.
  
• Select the blue number in the Qty column for the SKU. (It should be noted as an event SKU.)
  
• On the Detail screen of the Orders placed for the SKU, click the blue “attendance sheet” button at the top.
  

*We will be expanding the functionality of this in the future to include attendance tracking, reminder emails, calendar subscriptions, and other features and reports...so stay tuned!

Membership SKUs

Use this tab only if you want the SKU you are creating to trigger membership. Otherwise it defaults to No.

Purchase of this SKU changes membership status?

Does purchasing this product cause the purchaser to become a member?

What type of membership?

Is the membership for a regular member, faculty/staff, student, community, or a lifetime member? (If you need to edit the choices for the type of Memberships you offer, go to People / Configuration / Membership Types.)

How many?

The 1st membership will be applied to the first parent listed, the 2nd to the second parent, and so on. 

Expiration Type/Date

When does the membership expire? Do you want the membership to expire on a specific date or after a particular number of days have passed?

Video - Creating a Membership SKU

Adding Options to New Products

The Options tab is where you add size and color options (if applicable) for your products.

Options Label

The label your uses will see for the options you will be providing - Sizes, colors, etc.

Options
A list of options available such as sizes or colors.

• Place each option on a separate line (see below).
  
• Do NOT use commas.
  
• Do NOT include ( ) or " " in the option. For example, these will NOT work:
  

SM (24" waist)

M (26" waist)

Style 1 - "Mrs. Wilson"

Style 2 - "Mrs. Henderson"

*If you want to make one or more of your options unavailable at a later date, you can de-activate them by "un-checking" the box next to the option.This de-activation will filter to every form that uses the SKU, provided the SKU isn't overriding the catalog.

*If the SKU is being overridden on a form, you can edit the options at the form level. Select Form / Line Items / Edit Line Item / Sales Information.

Modifying the Options on a the Form

You can also make changes to the SKU Options on the form itself. These changes will only apply to the particular form you are modifying and will not be reflected in the Catalog.

1. From the Dashboard, go to Store & Forms and select the Form that will have the apparel.
   
2. Go to the Line Items tab, and select "add a line item".
   
3. On the Product Description tab, select the SKU that you created from the drop down menu.
   
4. If you leave the "Override Catalog" field set to "No", the Sales Information will auto-populate from the Catalog.
   
5. If you need to modify the Options for this form only, change the "Override Catalog" field to "Yes" then go to the Sales Information tab and make the modifications to the Options.
   

It is always best to make changes to a SKU in the Catalog unless the changes ONLY apply to a particular form.

Advanced Tab - Setting a Post Purchase Action

Currently, if an Admin creates the order manually and applies a cash/check payment to pay the order in full, the Post Purchase Action will not be triggered. The Admin will need to update the custom field manually on the contact record.

1. Tracking a purchase of a SKU in a custom field, then using the custom field to filter and email all those that did not purchase. This might be done with membership or yearbook purchases.
   
2. Tracking memberships by year. The data on your site only reflects the current year's members. The only way to see which users were members in a previous year is to go to the archived form report for that sales form. If you set up a Post Purchase Action to designate a membership year when the membership SKU is purchased, you will be able to filter your contacts based on that custom field.
   
3. Test Registration - Using a custom field for subject area, track the type of test(s) users are registering for. You can then filter and create a newsletter list that pertains to each subject area. 
   

• If you have a check box field with several options and the user already has the first option selected. Using “add/set” to apply the second option will allow the user to then have both options selected. Using “replace” will remove all previously selected options and will select the new one.
  
• If you are using a text field and you use “add/set”, the new value is added to whatever is in the text field. But using “replace” will delete anything in the field and put the new value in it.
  

• If the field is a check box field and you use “remove," then the chosen value will be un-checked, but any other selected values will remain. If the field is a text field, using "remove" will clear the field just like “clear” would.
  

SKU Usage

This tab tells you:

1. How many times the SKU has been purchased.
   
2. Which active forms the SKU is currently being used on.
   
3. Which archived forms the SKU was used on.