This guide will review how to create and sell a pre-defined item in EZFacility. A pre-defined item can be used when using the 'Generic Item' option in the client profile, and it can be included in membership plans.
Creating a Pre-Defined Item
To create a Pre-defined item, go to Administration, Location Settings, Pre-Defined Items.
On the Pre-Defined Items page to create a new item, select +Add New Pre-Defined Item.
You will then have the option to choose the Individual or Recurring option for the Pre-defined item.
Individual -An Individual item can either be set as a one off item or one set to continually renew
When you select the Individual option, you will see the 'Details,' 'Billing,' and 'Summary' tab to build your item.
Recurring - An item that can be set to recur in a time period e.g 3 months paying once a month. This option can also be set to renew.
When you select the Recurring option, you will see the 'Details', 'Recurrence', 'Billing' and 'Summary' tab to build your item.
In the Individual Details tab, the user will enter the following:
- Description - What is the name of the item?
- Start Date - You can choose a specific start date for this item, or you can choose to have the start date default to the sale date.
- Item Length (Optional) - How long should this item be active for the user? For example, if this is a maintenance fee, then the item length could be one year.
- Auto-Renew - The item can renew automatically. For example, if this is a maintenance fee that will be charged once a year, every year, you can select Yes for Auto-renew. If you select Yes, you will be given the option to choose how far in advance this item should renew on the system before it is Live. If you select No the item will not auto renew.
- This pre-defined item renews as - How will the item renew? - The item can renew as a copy of itself or can renew into any item that has been created if set to the name of the item then if the item auto-renews it will pick up any price changes.
In the Recurring Details tab, the user will enter the following:
- Description - What is the name of the item?
- Start Date - You can choose a specific start date for this item, or you can choose to have the start date default to the sale date.
- Auto-Renew - The item can renew automatically. For example, if this is a maintenance fee that will be charged once a year, every year, you can select Yes for Auto-renew. If you select Yes, you will be given the option to choose how far in advance this item should renew on the system before it is Live. If you select No the item will not auto renew.
- This pre-defined item renews as - How will the item renew? - The item can renew as a copy of itself or can renew into any item that has been created if set to the name of the item then if the item auto-renews it will pick up any price changes.
After completing all of the needed fields, select 'Next' to move to the next tab.
In the Recurrence tab, the user will enter the following:
Recurrence Pattern - Is this Recurrence Daily, Weekly, Monthly or Yearly?
Every - Depending on the recurrence pattern that is chosen this setting lets you enter a number to determine how many of the Recurrence Pattern a new charge is created.
End After - This will set how how many occurrences of the charge will be created in this contract.
*** The image below show the example charged once a month for three months
After completing all of the needed fields, select 'Next' to move to the next tab.
In the Billing tab, the user will enter the following:
- Fee - The cost of the item.
- Default Invoice Option - The invoice option will allow the user to choose if the item should be on a Single Invoice (one invoice for all occurrences), Multiple Invoices (an invoice for each occurrence) or if the user would like to Leave the items in cart to be added to an invoice at another time.
- Auto-Pay - The auto-pay option will automatically charge the client for the item if they have Billing Details on their profile and your system has an integrated payment provider.
- Discount - Adding in either a % or an amount will mean this Pre-Defined item will always include a discount. If you leave these areas blank you can later add a discount when selling to a client.
- Revenue Category - Users can attach a Revenue Category to allow for more comprehensive financial reporting.
- Additional Description - The additional description field will allow users to add more details about the item on the client's invoice.
- Internal Remarks - The internal remarks field will allow users to add comments that only internal users will be able to see
After completing all of the needed fields, select Next to move to the Summary tab.
The Summary tab will allow users to review the item's details before it is added to the system to be able to sell.
The item will be added when the user selects Add Pre-Defined Item.
How to Sell a Pre-Defined Item
To sell a Pre-Defined item, a user will select Clients and search for the client they want to see the item for. Once on the Client's profile, the user will go to the Billing tab, select Items, and Select Sell Generic Item.
When the Sell Generic Item button is selected, a side window will appear, allowing the user to select the Client to sell the item.
The user will click on the Select button on the right side of the page, and then they will be able to choose the item.
After selecting the item, the user will be able to customize the item details or the billing. Click on the + icon to go into the area you would like to edit.
*** If you are customizing a Pre-Defined item and the item auto-renews it is recommended to change the This pre-defined item renews as option to a copy of itself so it does not revert back to the pre-set item settings when it renews.
When the user is ready to complete the sale, they can select Finish & Pay or Finish.
Selecting Finish & Pay will bring the user to the item's invoice, where the payment can be made. Choosing Finish will sell the item to the client, with the payment being made later.
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