### Managing Sales Items The **Shop Module** (also referred to as **Sales Items**) enables organizations to manage items for sale, including physical inventory, rental fees, service items, and more. This module is a versatile tool for managing revenue-generating items that are not strictly tied to traditional inventory. --- ### **What is a Sales Item?** A **Sales Item** is any item or service that can be sold or charged through the Canvas system. This includes: - Traditional inventory (e.g., artwork, merchandise) - Rental fees (e.g., studio rental, equipment rental) - Service items (e.g., group tours, kiln fees, advertising in event catalogs) - Tickets for events (note: tickets are managed primarily through the **Events Module**). Sales Items are not limited to physical goods, making them a flexible tool for various revenue streams. --- ### **Setting Up Sales Items** Before creating a new Sales Item, ensure the following prerequisites are met: 1. **Categories**: - If you plan to use categories to organize your Sales Items, they must be set up beforehand. [[Categories]] 2. **General Ledger (GL) Accounts**: - Any GL accounts associated with Sales Items must already be created in the system, and the **Sales** checkbox must be selected for the account. [[General Ledger Accounts]] 3. **Artists/Vendors**: - Ensure the artist or vendor exists in the Canvas system with: - **Artist/Vendor** checkbox selected. - A consignor code assigned to their account. _(Placeholder link to Artist/Vendor setup documentation)_ --- ### **Creating a Sales Item** 1. **Navigate to Sales Items**: - Go to **Admin > Sales Item & Inventory > Sales Item Setup**. 2. **Select Item Type**: - Choose the type of Sales Item from the dropdown (e.g., "Art Work"). 3. **Enter Basic Information**: - **SKU**: Enter a unique SKU for the item. - **Item Name**: Provide a descriptive name for the item. - **Dimensions**: Add optional dimensions for the item (e.g., for artwork). - **Retail Price**: Set the selling price. - **List Price**: Specify the price for public display (if different from the retail price). - **Shipping Category**: Select from the preconfigured [[Shipping Categories]]. 1. **Configure Availability**: - **Show on Web**: Choose whether to display this item on the storefront. - **Status**: Set the item status (e.g., Available, Out of Stock). - **Quantity**: Enter the available quantity. 5. **Categorize the Item**: - Select a **Category** and **Sub-Category** to organize the item. 6. **Artist/Vendor Details**: - Select the **Artist/Vendor** associated with the item. - Specify the **Artist’s Identifier**, if applicable. 7. **Accounting Details**: - Link the item to the appropriate **GL Account**, **GL Class**, and **GL SubClass** for financial reporting. - Set the **Tax Rate**, if applicable. 8. **Additional Information**: - **Item Description**: Provide a detailed description of the item. - **Keywords**: Add searchable keywords to improve item visibility (e.g., "abstract," "floral"). - **Colors**: Specify applicable colors for the item. - **Location**: Assign a location where the item is stored or displayed. 9. **Upload Images**: - Add up to four images for the item. - Use the **Rotate** or **Delete** options to manage uploaded images. 10. **Save the Item**: - Click **Save** to store the new Sales Item. --- ### **Editing Existing Sales Items** 1. **Search for an Item**: - Use the search bar to locate an existing Sales Item by SKU, artist/vendor, or category. 2. **Modify Details**: - Update any fields, such as price, description, or quantity. 3. **Save Changes**: - Click **Save** to apply updates. --- ### **Key Features** |**Feature**|**Description**| |---|---| |**Flexible Item Types**|Manage physical inventory, services, rentals, and more.| |**Integration with GL**|Track revenue and expenses with precise GL account mappings.| |**Artist/Vendor Support**|Link items to consignors or creators for streamlined revenue sharing and reporting.| |**Storefront Visibility**|Choose which items to display on the web for online sales.| |**Image Management**|Upload and manage up to four images per item to enhance storefront presentation.| --- ### **Best Practices** 1. **Organize with Categories**: - Use categories and sub-categories to group similar items for easier navigation. 2. **Maintain Accurate Records**: - Regularly update item quantities and statuses to avoid discrepancies. 3. **Enhance Descriptions**: - Write clear and detailed descriptions to attract buyers and provide transparency. 4. **Monitor GL Links**: - Ensure each item is correctly linked to a GL account for accurate financial tracking. 5. **Use High-Quality Images**: - Upload clear, professional images to showcase items effectively. --- ### **Use Cases** 1. **Art Gallery Sales**: - Manage artwork inventory, track consignor sales, and display items online. 2. **Event Services**: - Create Sales Items for service fees like group tours or event ads. 3. **Rental Fees**: - Set up items for studio or equipment rental with associated fees.