Invoice Part 1 - Defining Your Products

The Party Rental Planner Web Manager features the ability to build an invoice of items for each event.  The invoice allows you to add products, services and discounts.  As well, you can add and remove payments to each invoice. 

1. Adding Your Products

Before you can add products to an invoice, the Web Manager must first know about your products.  To do this, sign into your account and start the web manager.  Once you are viewing the web manager use the folder navigation to select "Manage Products".

Once you select  "Manage Products" you'll see the following screen:

2. Product classes

On the left portion of the screen, you'll see a list of product classes.  A Product Class simply describs a product.  For instance, a Frozen Drink Machine Product Class would describe all the things you can image about a frozen drink machine.  Things like, how many flavors it can hold, how fast does the machine freeze, can it be placed outdoors, how much it cost to rent, can it be delivered, manufacturer and more.  The Web Manager comes prepopulated with some product classess.  If you dont see a product class defined, we can help you create one (just contact us). 

For an example case, let say your company rents chairs.  Well looking a the list above, there is no Chairs Product Class.  You'll need to create one.  Here is how you would accomplish this:

1. First, click on the "Product Definition" tab.  The screen will then look like this:

Notice the "Add Product Class" button at the bottom.  Once you click this button a wizard will start which will ask you about the product class you are creating.  For the first screen, we'll just enter the product class name and description:

After you click next, you'll be asked to enter the number of fields your product class will have.   A field is simply some information you wish to save about this product class.  For our chairs, we'll use cushion, material, and weight.  The cushion field will let us put in "yes" if the seat has a cushion or "no" if it doesn't.  The material field will be "wood" or "metal".  The weight will simply be the weight of the chair.  

So, this gives us three fields to enter.  It is important to note that some fields are automatically added for use.  These fields are price, taxable, status, and description.  Because all products must have these items, the software saves you the trouble.  We will enter 3 for the "Number of Fields" and click Next.

Once you click next, you'll see the last screen of the wizard:

For "Field 1" enter "Cushion". 

For "Field 2" enter "Material". 

For "Field 3" enter "Weight". 

Click save when you are done.  You'll be next table to your product class defintion page:

You can change the order of the Fields by dragging and dripping the hand image.  You can also add more fields or delete one by using the "Add Field" and "Delete Field" buttons.

From here, you product class is created and you can add real products to to the class.

3. Products

The products are the actual items which you rent.  Each product must belong to a product class.  You Chairs Product Class will contain chairs which you rent. 

On the right side of the screen in the "Products Tab".  Your list is emtpy.  You screen will look similar to the following:

Notice the column headers have the fields you entered when you created the product class.  Enter your first product by clicking on the "Add Product" button.  The screen will change to the following:

Once you've entered the information, click the "Save Product" button at the bottom of the page.  You'll now see the added chair in your list of products.  This chair is now available to be added to an invoice.

Need more help?  Contact Us