Using Groups

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You may find it useful to group several pieces of furniture together on a proposal or invoice to show the client the cost of that collection of items.  In Design Manager this collection of items is referred to as a "group" some firms also call this the overall item name.

To work with groups you will first need to turn that feature on.  The feature is found in the General Ledger under the Company Information window.  Click the Advanced button in the lower right corner of this window and then choose the General tab from the tabs that appear at the top of the window.  You will see in the lower half of the window a square box titled "Item Groups".  To enable the use of groups, place a check mark in this box by clicking on it.  Groups are now available for your use.  (Don’t forget to click the OK button to save your settings on both windows.)

comp adv - groups

 

The most basic reason to use a group is to show a subtotal for those particular pieces of the project on either a proposal or a client invoice.

For example, using groups, you can have a Sofa in a Living Room, the “Sofa” becomes the item group or name and then the line items become the major pieces of the sofa such as a frame, fabric, and pillows.

 

To use groups simply enter the name of the group or name of the item in the box titled “Group" to the right of the item description on the Item window.  You may enter any name that you wish.  If you would like to see a list of group names that you have entered so far for this project, simply place the cursor in the Group box and click the search button in the lower left corner.  The computer will show you a list of group names that you have entered earlier and allow you to select from this list.

item window for group example

 

Once all of your Items for the Group have been entered they will appear on the specifications window as shown below:

spec window with group example

 

Groups show as headings on the Proposal and Invoice and are subtotaled within each location.

moder prop - group example

Group Glossary Window

Like catalog or inventory item, groups can be pre-defined in the Group Glossary.  A group defined in the glossary consists of several whole catalog and/or inventory stock items.  A group may be brought into a project in a single operation.  The group is added by choosing "Groups" from the glossary menu.

groups

The window that appears will show you any groups that have already been defined.  To make a new group, click the Add button at the bottom of the window.

 

Group Window

Clicking Add or Edit on the Group Glossary Window will bring up the Group Window used to add or edit a group.  A window will appear which allows you to enter a name for the group, as well as the optional color, size, style, and finish information.  You may also enter notes to yourself if there is information about this group that would be helpful.

add group window

You may now begin adding items to this new group by clicking the Add button on the right side of the item grid.  A window will now appear so that you may choose the particular items for this group.

group item window

The top field on this window may be changed to either "Catalog" or "Inventory".  If you set this field (called the item type) to "Catalog", then the computer will expect you to enter the catalog number of the item you wish to add to the group.  If you cannot remember the catalog number you can click the search button in the lower left to see a list of possibilities.  If you set the field to "Inventory" then the computer will expect you to enter a stock number for the item you wish to add to the group. Again, you may click the search if you need a list of possible stock numbers to choose from.  Whether you choose "Catalog" or "Inventory", you will be able to enter a quantity to indicate how many of these items are require in the group.  Continue adding new items to the group until all of the desired items are shown. The order that you add the items is the order that they will be brought into your project when using groups. Your definition of the group is now complete.  Don’t forget to click OK to save it.

 

Retrieving a Group into a Project

To bring a group of items from the group glossary into a project, you must bring up the specifications windows, where you would normally enter new line items for the project.  At the bottom of that window you will see a Group button group button.

 

Clicking on the "Group" button will show you a window in which you may enter the name of the group that you would like to bring into this project.

 

add group of items

 

If you cannot remember the names of the groups you have made, then simply click on the search button for a list of possibilities.

 

After choosing the group you would like to bring in, you may also enter the number of groups that you need.  We can take as an example a group consisting of two items.  The first item is a quantity of four chairs.  The second item is quantity of one table.  Assume that the table and chairs make up a seating arrangement that we have defined as a group.  If we bring this group into our project and indicate that the number of groups require is two, then the computer will place into our project an item for chairs with a quantity of eight and an item for tables with a quantity of two.

 

Each item in your group can a have a picture associated with it, a picture can also be associated with the entire group.  Use the “place group picture on first item of group” option if you want to use the overall group picture, otherwise individual pictures will be maintained for each item of the group, if the pictures exist on the items.

 

You can also enter a location for the group that is being brought into the project, and all of the items will be assigned to the location you have chosen.

 

The method of calculating the price of the item can also be chosen; to use the price exactly as it has been entered into the group, chose the “Use Group Prices” option.  The “Use Project Pricing Calculation” option will apply the current default mark-up settings defined in your project to the cost of each component of each item in your group and will calculate a new price of each item.

 

When you are finished, simply click the "OK" button at the bottom, and the items will appear in your project.