Resource Catalog: Creating and Managing Items

Objective

This guide covers the initial setup process, basic catalog navigation, and the comprehensive steps required to add new resources to your system.

Overview

This consolidates our former Services, Equipment and Material independent libraries into one unified Resource Catalog. Upon your first visit, a welcome prompt will appear stating, "Welcome - let's set up your Resource Catalog". This will run a one-time process on the servers to bring all your existing equipment, materials, and services into the new catalog environment.

Once the initial setup is completed, you will be able to add individual items, use our import wizard or import your Quickbooks library.

Phase 1: Accessing and Initializing the Catalog

1. Navigate to the Application: Open your web browser and start at https://sitefotos.com/.

2. Open the Resources Menu: On the left-hand navigation sidebar, locate and click on Resources to expand the menu options.

3. Select the Catalog: Click Resource Catalog from the expanded list.

4. Complete the One-Time Setup: Click the blue Start button to bring all your existing equipment, materials, and services into the new catalog.

Phase 2: Navigating and Customizing Your View

Once your items are imported, you can customize the Resource Catalog interface to suit your workflow:

• Sorting Data: You can sort your imported items alphabetically or numerically by selecting any of the column headers (e.g., Trade, Cost, Price).

• Customizing Columns: To declutter your view or add necessary data points, click the column view toggle (the checklist icon) located at the far right end of the header row. This opens a dropdown where you can check or uncheck specific columns like Item ID, Category, or Materials Supplier.

• Reviewing Item Status: You can verify the availability of an item by checking the "Status" column, which utilizes color-coded badges to indicate whether an item is currently Active or Voided.

Phase 3: Creating a New Catalog Item

1. Initiate Item Creation: Click the blue + New Item button located at the top left of the catalog view.

2. AI tool (Optional): Create a new item using AI and simplify your work process.

3. Assign the Trade: Click the Trade field. You can either scroll to choose the trade or begin typing (e.g., typing "lan") to locate options like Landscaping much faster.

4. Specify the Service Type: Click the Service Type * field. You can select from the menu of existing types already stored in your Resource Catalog, or type in a brand new Service Type.

   • You can also manage these in your Service Types library, which is also found in the Resources menu below Resource Catalog.

5. Name the Item: Click into the Item Name field and type a clear, recognizable name for the resource. This is the name that will appear in the mobile app through your form.

6. Item ID: This will automatically create a new ID based on the type of category you choose and the next sequential number, but you can also add a specific ID if you already have one in an external source. Keep in mind this ID will start with the three letters of the category it belongs to.

7. Define the Item Category: Click the Category dropdown (which defaults to Service) and choose the appropriate classification: Service, Equipment, Material, or Labor.

8. Link Materials and Equipment to Services: Click into the Materials and Equipment fields to add additional resources to your service items.

9. Configure Pricing: Navigate to the "Pricing" section to establish your financial metrics. Fill out the necessary fields for Minimum requirement, Unit type (e.g., Hour, BAG), internal Cost, customer Price, and applicable Tax percentage.

10. Add Optional Details: If applicable, fill out the supplementary fields to provide further context, including Description / Scope of Work, Client, Site, and specific Contract Dates.

11. Finalize: Click the blue Save Item button at the bottom right of the window to finalize your configuration and add the item to your catalog.

Troubleshooting

• Missing Legacy Items: If you are wondering where your "legacy" items went, simply reference the Legacy tab at the top right of the main catalog screen. Make sure you have all the historical information you need to proceed with your estimates or contracts.