To make adding products with multiple components easier, Programa Schedules offer two areas to input this information.
This allows you to customize and configure Schedules your way, and create an efficient workflow for Invoicing and Purchase Orders.
Using this format, you maintain internal accuracy without cluttering your Schedule, and have the flexibility to share only the content you wish with your client.
Before you begin...
This guide will walk you through creating bespoke products in a Schedule, by using both the 'Hidden' status, and Custom Specifications. We recommend checking out the below guide to familiarize yourself with these steps if you're new to Programa, or would like a refresher.
Video tutorial
Instructions
Creating a product and its components
For help navigating the steps below, check out:
Add your item to your Schedule as a Custom product
In the 'Colour', 'Finish', and 'Material' fields, enter a note such as "Assorted - see Custom Specs" to guide your team or client to the relevant info in the 'Details' panel
Open the 'Details' panel on your line item, and include images for each of the components (more info here XXX), then scroll down to the 'Custom Specs' fields to include the component details
In the 'Custom Specs' fields, our recommendation is that you add the location of the component to the 'Label' field, and the colour/finish/material in the 'Details' field. Fill out each Custom Spec for the number of components on your item.
Now add a separate Custom Product to your Schedule for each of the components included, including the costings for each on the Financial tab. This will be used for both invoicing purposes, and sharing with your client.
Sharing and Approvals
For help navigating the steps below, check out:
Once you've completed the steps above, apply the 'Hidden' status to each of your component line items. To do this in bulk, select the boxes to the left of each, then head to 'Action' > 'Change statuses' > 'Hidden'.
At this stage, you may now wish to share the Schedule with your client. Publishing this to the Client Dashboard will remove the 'Hidden' line items from the client's view (as well as their associated costs).
The same applies to PDF exports.To gain your client's approval and feedback, we recommend you add the 'Client Review' status to only the main product - with Custom Specs included in its 'Details'.
💡 If you'd like to share the component line items, update their status to 'Client Review' as well, and ensure you make the client aware that any associated costs added to the total may not be a reflection of the final price
Purchase Orders and Invoices
For help navigating the steps below, check out:
Invoices
In your new or draft Invoice, select 'Add from Schedules' to pull your custom product directly from the Schedule it was configured in.
This should include the total price for all components that were listed in your Custom Specs. If you'd instead like to invoice for each component as a separate line item, simply select these from the same menu
💡 If you don't yet have a total cost for the combined product, you can load each separate component item into your Invoice to calculate this for you, then add your combined product, add the total cost, and delete the remaining component line items.
Purchase Orders
You can now raise a Purchase Order for these items, either through your Purchase Orders dashboard, or directly from the Schedule. Ensure you've added your supplier to the component items in your Schedule, and these will populate for you to select from when you choose this supplier from the dropdown menu.
Didn't find what you were looking for? Check out our complete collections on Product Specification & Schedules, Client Dashboard, Invoices & Payments, or Purchase Orders; or reach out to our friend support team on the live chat below.