Catalog Version 1.0 Guide The basics of using Catalog v1 for your business. Dominique Tuck
How Does It Work?
The Catalog is intended to be the source of truth for your price book, so we like to recommend nominating a senior team member to help manage the Catalog. Line items that you add into Catalog become available to the Quotes tool, so it's important to set up Catalog first before attempting to Quote.
Logging in: The First Look
When you log in to view Catalog for the first time, you will see that the dashboard follows the same layout to other Unity cloud products. This view will include a search panel on the left hand side of the screen, an option to add new items, and then a comprehensive list in the centre of the page. There will be more action items on the right hand side of the page where you can edit, copy, or delete items.
Extra Action Buttons
Keep in mind these buttons on the right hand side of you page - they'll come in handy for the following actions:
Pencil: Click on the pencil to edit that particular item or bundle.
Rectangles: This is a "copy" button. Use this when you want to replicate that particular item or bundle, as you can then edit some fields to make it unique.
Bin: Click on the bin to delete the item/bundle.
In Catalog, "Items" refers to each individual item in your inventory, and is intended to represent a single line item on your quote. Typical use for items can include materials, or defining a type of labour. For example, the item below is being used to quote the hourly rate for the labour of a painter:
As you can see, there are some extra details that you can configure as a part of the set up for the item. These can be "locked" so that when adding the item to a quote, the end user can't edit certain fields. Of course, what you want to lock for editing is up to you.
Creating an Item
- Click on "Create Item" from the left hand side of your page.
- Fill the relevant details for the item. These options are dynamic, meaning they are completely configurable by you and easy to manage using predefined options. You can also choose which fields you want to "lock" for editing.
Don't forget to hit "Create" when you are done!
Once your item has been created, it will appear in your overall list of items. You can use the panel on the left hand side of the page to search your catalog items.
If you already have your items collated in excel, you can upload these items into Catalog to save hours of data entry.
To use the .csv import, just click on the button in the top right hand corner of your page that says "CSV IMPORT/EXPORT". This will take you to the import/export dashboard.
Understanding the CSV Import
Before you can upload your catalog items into Unity, you will need to ensure that your .csv file meets the requirements. Don't worry, we've made it as easy as possible to meet this criteria by giving you the requirements on the Catalog CSV dashboard, as well as a template that you can transfer your items on to.
To get the template, just click on the "Download Template CSV" Button
Errors Uploading CSV
In the event of an error, please check the following items:
- Duplicate line items. Catalog will not accept duplicates
- The ID Column: Leave the ID column blank when performing a brand new upload. We will assign ID's to each line item, which you can use in later uploads.
Best practice for updating line items
If you need to update a large amount of items, we'd recommend exporting your current Catalog into .csv, making your changes (leave the item column as is) and then re-uploading this same sheet. This will ensure that you're always using the most current list and helps minimise the chance of errors when uploading items.
If you have a series of items that relate closely to each other, you can choose to "Bundle" them for a quick application of common procedures on your quotes. Bundles are intended to work as templates, so when you need to build a quote, you can add a bundle, and then remove or add the line items you need.
To view your bundles, just use the panel on the left hand side of the page to switch your view from "Items" to "Bundles".
Let's take an example of repairing a roof that has been damaged by hail. To get to this view, just click on the pencil next to the title. Here's what the bundle would look like:
As you can see from above, here are the main points of information that make up the bundle:
Bundle Category: Roof
The bundle is titled "Roof", so when quickly searching your catalog, the keyword "Roof" will return this bundle along with any other bundles that are also titled "Roof".
Bundle Sub-Category: Hail Damage
The sub-category is where you can then define more closely the type of work involved, which will then dictate the type of materials and labour involved in the job and thus the quote for the work, including the rest of the items on the page such as mark-up and description.
Catalog Items within the Bundle
If you switch the view from "Bundle Details" to "Catalog Items", you will then be able to view each item that makes the bundle, or search for items included in the bundle. You can also add new items to the bundle, or remove. See below how selecting and de-selecting items on the left panel adds and removes items to the bundle on the right panel.
Remember, you can add or remove items to a bundle after applying it to your quote.
Ready to start quoting? You can check out our Quotes 101 Guide here.Did this answer your question?