*** NOTE ***
All information entered here should be done in capital case. The use of all capital letters allows the search function to work at its premium level. Entering both Capital letter entries and lower case entries will cause the search function to work improperly and be difficult to navigate.

1. Click “ADD RECORD”

   1. Each record can be added individually or they can be batch entered from Microsoft Excel® format databases by InDepthRep. Please call with questions regarding batch entry.

2. Enter in the Manufacturer’s model number for the item to be entered

   1. It is generally desirable to enter the model number as it is used for pricing and quotations purposes. This allows for easy searching by model number when both looking up pricing and when quoting the item in the Quotes Module.

   2. If you have items entered by InDepthRep to your database, any changes to the model number may affect the ability for future updates to properly update pricing within the database.

   3. Options need not be entered in the base item as they can be added via the Options Tab later. (see section Q)

3. Enter in a secondary model number for the item to be entered.

   1. This area can also be used to list old model numbers in the event that the manufacturer changes model numbering.

   2. This area can also be used for alternative lookups such as Suite Names or family names.

4. Select the manufacturer from the type searchable dropdown list of Product Lines.

   1. Only those Product Lines that have been entered in the Product Lines Form from the Switchboard are available for selection.

   2. Failure to select a Manufacturer from the Product Lines list will cause the item to not be listed in the searchable database. While the item will be available from the datasheet view, this is not a preferred method of entering price list items, and will prevent the items use on any quotations.

5. Enter in a description for this item

   1. It is generally desirable to enter the entire description of the item as listed by the manufacturer.
   2. Options need not be entered in the base description as they can be added via the Options Tab later. (see section Q)
   3. If you wish to view the Description window in full size, pressing “Shift-F2” will bring up a zoom window to allow full viewing of the field.
   4. You need not enter dimensional information if you are going to enter the dimensions under the dimensional data fields as they will be automatically added on all outgoing quotations. (See InDepth Defaults)

6. Enter dimensional data as desired in the Length, Width, Depth fields.

   1. It is generally desirable to enter the information in the same format as the manufacturer publishes it. This prevents confusion and allows a standard of uniformity throughout all items in the product line.
   2. If selected in the InDepth Defaults section, this data is will prefix the description of the item on all outgoing quotations.

7. Enter item weight information in the Shipping Weight and Load Factor fields.

   1. It is generally desirable to enter the information in these fields as supplied by the manufacturer. This prevents confusion and allows a standard of uniformity throughout all items in the product line.
   2. This data is for informational purposes and is not added to any outgoing correspondence.

8. Select the unit of measure from the type searchable list.

   1. The units of measure can be changed, modified, or added under the Reference File Setup from the Switchboard.
   2. This information is used when calculating total cost on quotes in the Quotations Module. Entering a value here will set it as the default for all quotations of this item. It can however be modified on any quotation line.

9. Enter in the Net price for the item.

   1. Entering Net pricing for the item will allow you to choose to base pricing on quotation lines off of net pricing.
   2. Any Net pricing entered will not be displayed on quotes unless the person receiving the quote works for a company type that has been selected to receive net pricing.
   3. Net pricing need not be entered here to be used on quotations. Any item can have a net price entered on a quotation line on a free-form addition basis.

10. Enter in the List price for the item.

    1. Entering List pricing for the item will allow you to choose to base pricing on quotation lines off of list pricing.
    2. Any List pricing entered will not be displayed on quotes unless the person receiving the quote works for a company type that has been selected to receive List pricing.
    3. List pricing need not be entered here to be used on quotations. Any item can have a list price entered on a quotation line on a free-form addition basis.

11. Select the default multiplier from the type searchable list.

    1. The multipliers are created on an individual Product Line basis. To change, modify, or add to them, enter the Product Lines Module from the Switchboard.
    2. This information is used when calculating total cost on line items in the Quotations Module. Entering a value here will set it as the default for all quotations of this item. It can however be modified on any quotation line on a free-form addition basis.
    3. This multiplier will also be the default when using the “Cost” button, however others may be selected.
    4. If you wish to use a multiplier that is not in the list simply type it into the Multiplier field.

12. Enter in the UPC Number for the item in the UPC Number field.

    1. Using the UPC number allows another way to quickly update pricing by manufacturer if desired.

13. Enter in the URL for the Specifications Sheet for this item.

    1. It is generally useful to enter a link to an Adobe PDF file. This has become the standard form for specification sheets and is easily downloaded by most companies. Use of a different format may require a non-standard viewer download which may be prohibited by some company’s networks.
    2. This URL will be added to any Prior Approval letters generated if entered.

14. Enter in the URL for any Service Bulletins for this item.

    1. It is generally useful to enter a link to an Adobe PDF file. This has become the standard form for specification sheets and is easily downloaded by most companies. Use of a different format may require a non-standard viewer download which may be prohibited by some company’s networks.

15. Enter in the URL for any Installation Instructions for this item

    1. It is generally useful to enter a link to an Adobe PDF file. This has become the standard form for specification sheets and is easily downloaded by most companies. Use of a different format may require a non-standard viewer download which may be prohibited by some company’s networks.

16. Click on the Cross Reference Tab.

    1. Enter cross reference information for this item.
       1. Information entered here will be cross populated to the Cross Reference Module for easy competitor item search.
       2. Enter the manufacturer of the competitive item, or select it from the type searchable drop down list.
       3. Enter the exact item number of the competitive item.
1. If the competitive item has options that do not cross, it may be best to only cross those items that are considered to be comparable crosses.
1. Enter any description of the competitive item.
1. If the item being crossed is not an exact cross, it may be stated in the description as an Alternate if desired.
2. Any options which are not crossed may be listed in the description. (Ex: a drain with a trap primer provided by others)
2. Enter in any net pricing known for the competitive item.
1. If net pricing varies by territory, more than one entry may be entered with the description being used to specify territory.
3. Enter the List price for the Competitive item.
4. Select any Options for the base Price List item required to make the exact cross if desired.

17. Click on the Price List Series Option Tab.

    1. Select the series of the item from the type searchable list.
       1. Selecting a series that has already had options added to it will import the options to the series options field.
       2. Entering a new series number will create a new series of options.
    2. Enter in any series options in the series options field.
       1. Select the fix type from the drop down list.

1. Prefix: An option code that comes before the base model number.

2. Midfix: An option code that is inserted into the middle of the base model number.

   1. To mark the desired location for a midfix to be inserted, place a question mark (?) in the desired location. (Example: 123-?-456)

   2. Question marks are generally separated from the part number by dashes, however this is not necessary.

   3. Set the desired number of total options available for midfix replacement by inserting one question mark for each possible addition. (Example: if two possible options can be selected enter two question marks)
1. Enter in the desired fix label.
1. It is generally desirable to enter all suffixes with a dash preceding the option code (Example: -5), and all prefixes with a dash after the option code (Example: 5-). This allows for easy identification of the addition as an option and not as a new item number. However each manufacturer is different and should be set up as needed.
2. Enter in a description of the suffix item.
3. Enter in the List price for the suffix item.
4. Enter in any Net pricing for the suffix item.
1. Once a set of Series Options has been defined they can be selected for any new item without the need to re-input them. Simply open the Price List Series Option Tab for the desired item, and select the desired series from the drop down arrow on the Series Item Number.
18. Old Price List items.
1. The program grants the user the ability to move a Price List Item from the Active Price List, without removing it from the database and therefore removing it from all Quotes.
2. Moving an item from the Active Price List database.
   1. Select the item from the database.
   2. Click on the Checkbox next to "Old Item" to move the item from the Active Database to the "Inactive Database"
3. Viewing the Inactive Database.
   1. Click on the Checkbox next to "View Old Items". This will open the Inactive Items database for viewing.
   2. To close the Inactive Database, Click on the Checkbox next to "View Old Items" to de-select it, and the Active Items Database will be displayed.
4. Items that are in the Inactive Database will not be available to be added to quotes at all. Therefore only those items that are truly inactive should be moved to this database.