Objective
This article will give you a better understanding of the available columns in the Company Items page what they are for. You will be able to add any of these item attributes via bulk import as well.
Background
When building your Company Items in StructShare, Item Name and Unit of Measure are required, while the other available columns are optional. We will define what each column is for so that you can decide which ones you may want to use.
Points to Consider
Sytem Admin permission is required to create/upload new items into the Company Items:
You can add individual items manually, or in bulk via Excel import.
Please leverage this Company Items Import Template for bulk import of your Company Items and associated item groupings (categories).
Once the Excel sheet has been uploaded to StructShare, you will then map the columns in the file to the item attributes in StructShare.
StructShare restricts item duplication in the Company Items:
The Company Items are designed to be a centralized source of truth for item naming and labelling. Because of this, we restrict duplicated records that share all item attributes.
Items will need to be unique. You can leverage any of these fields to ensure that items are recognized by our system as unique values:
Item Name
Internal Identifier
UPC
Model #
Manufacturer
Item Attribute | Characters | Character Limit | Unique? |
UPC | Characters Numbers | 12 | Yes |
Model# | Characters Numbers Specials Characters | 35 | No |
Manufacturer | Characters Specials Characters | 30 | Yes |
Item Code | Characters Numbers Specials Characters | 30 | Yes |
Column Definitions
Item Name - The name of your item (required).
Description - The Catalog Category selected for this item.
This will show the full path of the categories
For example: Conduit > EMT > 1-1/2" would show as Conduit EMT 1-1/2"
Internal Identifier - A unique attribute for each item provided by your team (this cannot be the same as another item's Internal Identifier).
Search Keyword - A great place to add slang/common terms to aid your field team when searching for items. Multiple terms can be added here, separate by a comma. Examples:
"Caterpillar" for a Dolphin Super B Connector
"Smurf Tube" for ENT
"Colorado Jim" for nVent Caddy cable support
Units - Unit of Measure (required).
Categories - The bottom-level Catalog Category if a User is browsing the Company Items.
Refer to this Help Center Article for more information: Catalog Categories.
Price By - A secondary unit used to measure the items you need to order. This field works in conjunction with the "Price by Unit" field. This empowers our customers to measure an item's expected prices using one unit of measure, but then converting it into another unit of measure when creating a PO.
For example: Your units on an item could be "Each" but they are sold by the hundred-count "C"
Qty Per Unit - This is a field designed to create a calculation when ordering materials.
For example: materials are priced by "Each" but sold by the hundred-count "C" per 100 units, such as Bundles or Boxes.
This field empowers StructShare to store the individual unit price but also allow purchases "per hundred".
Cost Code - A Cost Code is a series of alphanumeric characters used to represent the different labor and material costs for a specific type of work being performed on the job. Cost codes are used to manage the dollar amounts and quantities on a project's budget.
Budget Category - A compartmentalization tool to group job costs. Grouping can occur by cost type (equipment, material, tools, rentals, etc.), along with sub-trades (low-voltage, testing, etc.)
Expected Price - This field is designed to show how much you should expect an item to cost. Many of our customers input an expected price and then change it based on the quotes they receive. Others leave it blank and manage price on a supplier-by-supplier basis.
General Notes - Any notes you want to add for this particular item.
Internal note - Add a note that only your internal team will be able to view.
External note - Add a note that will be visible to suppliers.
Files - Associate a file with the item.
Model # - Can be unique to a manufacturer or supplier.
Manufacturer - Name of the manufacturer of this item.
UPC - Universal Product Code, a 12-digit numerical code, typically associated with a bar code.
Update Date - The last time this item was edited.
Updated By - The last user to edit the item.
Created By - The first user to add this item to the database.
Image URL - A link to an image on a website that represents this item.
Once you have found the image you want to use on the internet, right click > copy image address and paste here.
Upload Mapping Options
Tax Codes - Tax Codes are created in System Settings, and can then be automatically applied to individual items from here.
Budget Category - A compartmentalization tool to group job costs. Grouping can occur by cost type (equipment, material, tools, rentals, etc.), along with sub-trades (low-voltage, testing, etc.)
Expected price - This field is designed to show how much you should expect an item to cost. Many of our customers input an expected price and then change it based on the quotes they receive. Others leave it blank and manage price on a supplier-by-supplier basis.
Warehouse - Associate the item with a particular Warehouse in StructShare.
Inventory - The "In-Stock" value for a Warehouse item.
Model - The item's model number, generally assigned by the manufacturer.
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Questions?
Live Chat through StructShare:
Email: support@structshare.com
Phone: 929.567.3474