Items are entered into Studio Designer with the purpose of being purchased, approved by, and then sold to your clients. Once an item has been added to a project, it can then be used to create purchase orders, proposals, and invoices.
- Adding Client, Vendor, and Sales Code
- Adding the item to an existing purchase order, proposal, or invoice
- Adding images
- Entering pricing
- Saving the item
To get started, navigate to New > Item.
Tip: New Items can also be created via Projects > Items > New Item. Items added via this method will prepopulate information for the client selected on the primary Items screen.
Step 1. Fill out the required fields
The Item tab is where you can enter identifying information and pricing. The below, outlined fields are denoted with an asterisk (*), and are required.
Client/Project: The Address ID of the client or project to be associated with this item. If only one project exists for the intended client, this field should contain the address ID of the client; if multiple projects exist under the client, the field should instead contain the address ID of the project.
- You may have a client address record for DOUGLAS and no project records for DOUGLAS; enter client ID DOUGLAS into this field.
- You may have two project records for client DOUGLAS: DOUGLASNY and DOUGLASFL; enter either DOUGLASNY or DOUGLASFL into this field.
Vendor: the Address ID of the vendor from whom this item will be purchased. When a Purchase Order is created from this item, it will be addressed to the vendor selected here.
Sales Code: the Sales Code identifies an item by category. The value entered here can be used to group and filter items on reports. It also determines taxability and which accounts will be used when invoiced. This field will affect reporting, accounting, and the General Ledger.
Tip: enter the name of the item into the Description field. Additional information on the rest of the (non-required) fields can be found here.
Step 2. Associate an existing document with the item (optional)
If this item is to be placed on an already existing document, you may select it at this time to assign the item to a Proposal, Order, or Invoice of your choosing. The document number can either be entered manually or selected from the corresponding dropdown.
If a new document needs to be created for the item, do not select anything.
Step 3. Assign an image to your item (optional)
To assign an image, click on Manage Images and Attachments.
The system may prompt you to save before allowing you to continue. If you are not ready to save, images can always be added at a later time.
Otherwise, click Upload Files to reveal your Media Library.
From here, you can upload a new image from your computer by clicking on choose to upload or select one or multiple previously uploaded images by hovering over them and clicking Add to item.
Once you've finished selecting the images, click the X in the upper right-hand corner to close the Images & Files module and return to your item. Your image(s) will display as below within the Images & Attachments tab.
To continue with item setup, navigate back to the Item tab.
Step 4. Specify purchase cost, selling cost, and budget (optional)
The below section breaks down the pricing of the item into three columns and one additional subsection:
Purchase Cost: the cost to the designer when purchasing this item from the vendor
Selling Cost: the price paid by the client when purchasing this item from the designer
Budget: the intended low and high budget for this item
Other Costs: additional costs associated with the item. Other Costs can be added by clicking Other Costs on the left-hand side of the Purchase Cost and Selling Price details of your item.
Tip: If you are unable to enter or save the pricing under the Selling Price column, navigate to the Codes tab at the top of the page and review the settings for Specify Only and Copy Purchase, which may affect this column based on the entries on the Purchase Cost side.
Pricing information is not required to create and save the item, and can always be added in at a later time. For more information on the fields found within the pricing columns, click here.
Step 5. Save the item (required)
Before closing out of the page, the item must be saved in order to retain any progress made toward item creation. The item cannot be saved unless all required fields are filled out.