Packages

Packages have a few different functions. They can be used from a marketing perspective for a bundle of items that provide a discount when purchased together. They can be used to make it easier for ordering since all items are grouped together requires the selection of just one package rather than many items. A package can be used as a finished goods item that is assembled from multiple inventory and service items. Packages are equivalent to Inventory Groups in QuickBooks.

Creating a Package

To create a new package, go to the Inventory module > Packages and click New and enter a package name and description.

In the process of creating a package, you will need to decide if all the package items are added to the order or only the package name, add the items to the package, and decide on pricing for the package

Choosing Add as Line Items and Charge as Package Options

Familiarize yourself with the different combinations of Adding the items as line items to the order and charging as a package. These options drive how the package shows on the order and how you place POs for the package.

Add as Line Items & Charge as Package

When adding packages with Add as Line Items AND Charge as package selected, the order shows all of the pack items under the package header and the price is on the package header and not on the individual pack items as shown in the image below.

If you are charging as a package, you cannot delete the package header on an order and keep the pack items. Deleting the Package header will delete all the pack items as well.

For Packages that are being charged as package, when you are ready to create a PO for the package you will be adding the whole package (all pack items) to the PO. If you are syncing bills to QB for PO items received, the bill won't go over to QB until all items in the package have been received. Read below in the Purchase Order section for more info.

Add as Line Items

When adding packages with Add as Line Items and NOT Charge as package, the order shows all of the pack items under the package header and the price is on each pack item.

For Packages that are not being charged as package, when you are ready to create a PO for the package you can create the PO for individual Pack Items or for the whole package. Read below in the Purchase Order section for more info.

Deleting the Package Header

If package is setup to Add as Line Items and not to Charge as Package, then you can delete the package header and keep the pack items.

Charge as Package

When adding packages with Charge as Package only and NOT Add As Line Items, you won't see the pack item itemized out on the order as shown in the image below.

For Packages that are being charged as package, when you are ready to create a PO for the package you will be adding the whole package (all pack items) to the PO. If you are syncing bills to QB for PO items received, the bill won't go over to QB until all items in the package have been received. Read below in the Purchase Order section for more info.

Adding pack items to the package

Pack Items can be inventory items or service items. Click New on the Contents tab to start adding the Pack Items.

In the Package Item Editor window, locate the I, S, & V buttons to the right of Item Name.
I - click I and you can select Inventory items to add to your package
S - click S and you can select Service items to add to your package
V - click V and you can select Vendor Items to add to your package.

Adding Inventory items to package

1. Click the I button and a list of inventory items open.
2. Double click the item you want to add to the package
3. The Package Item Editor window populates with the information for the item selected
-Quantity - choose the quantity you want to include in the package
-Use Item Price Level - if you use pricing levels, select level otherwise leave as 1
-Maintain Inventory - This should always be checked. If unchecked the inventory item won’t be depleted if used, customer equipment won’t be tracked and there will be no history of the inventory item.
-When Package is added to order
--Choose JIT the item if you always want to order the item
--Choose Allocate the item if you want SME to allocate stock when you add the package to the order.
4. Click OK and the item is added to the package

Adding Service items and Labor Items to package

1. Click the S button and a list of service items open.
2. Double click the item you want to add to the package
3. The Package Item Editor window populates with the information for the item selected
- As Task - if you check this box, a labor item will be added to the order instead of a service item.
- Quantity - choose the quantity you want to include in the package
- Use Item Price Level - if you use pricing levels, select level otherwise leave as 1
4. Click OK and the item is added to the package

Pricing the package

If pack item retail price changes:
When add the package to the order, the retail price from the pack items are pulled so if the pricing changed since you created the package, the retail price calculated on the order will reflect the latest pricing.

To get the Current Retail field to update on the package pricing tab, click Edit and then click Calculate package totals

Adding a package to a service or install order

1. On the Order Items tab or the Materials tab, click New package.
2. In the window that opens, select the package you want to add.
3. The Add Items to Order window will open summarizing the package. Click OK.
4. On the Order Items or Material tab you will see the package added to the order
5. Click the plus sign to the left of the package header to expand the package and see the pack items. (If you aren't adding items as line items, you won't see them under the package header.

Deleting a package from service or install order

If package has Charge as package selected, you can click delete item and delete the package header and pack items

If package is setup to Add as Line Items and not to Charge as Package, then you can delete the package header and keep the pack items.

Deleting Pack Items from service or install order

If package has Charge as package selected and you delete a pack item, the package price does not change. You have to manually go to the package header and change the price.

If package is setup to Add as Line Items and not to Charge as Package, then you can delete the pack items and the order total reflects the change.

PO for Packages setup as Charge as Package

For Packages that are being charged as package, you will be adding the whole package (all pack items) to the PO.
1. In Service or Install order, click Actions > Create PO for Selected Items

2. In the PO Item Selection window (screenshot below) you will see the package name on a line. Select the vendor you want to order from in the Vendor column. Check in the Include column. Click Save all changes and the PO will be created. Click OK in the PO Created message.

3. Click the Purchase Orders tab in the service order and you will see the package name and pack items that were placed on a PO and the PO number. Double click on any of the lines and SME will jump to the PO.

4. In the PO, click the PO Items tab. You will see the package name. Click the plus sign to expand the package to see the pack items.
5. When receiving items, you must select the pack items and click Receive Item. You cannot select the package header and receive the whole package.

Syncing Bills for POs setup as Charge As Package to QuickBooks

- If you have SQLink setup to sync Bills to QB for items received on POs, the bill will not sync to QuickBooks until all the Pack Items are received.
- If you sync and only part of the items are received, SQLink will ignore the bill give you a message like the following:
Processing 1 of 1 Purchase Orders
Purchase Order 28427 skipped - no received items to export  
- Once all the pack items are received, then the bill will sync to QuickBooks and it will show all the pack items and the package header.

PO for Packages setup as Add as Line Items (not charge as package)

For Packages that are addd as line items, you can select which items you want to place on a PO.
1. In Service or Install order, click Actions > Create PO for Selected Items. The PO Item Selection window opens.

2. In the PO Item Selection window, check in the include column for the items you want to put on a PO. You will see the package name and the pack items (inventory items in package)
- If you choose the Package name and click Save All Changes, a PO will be created for all the items in the package including service items in the package. (you must select a vendor in the vendor column to create a PO for the package)
- If you choose the individual Pack Items you want to place on a PO, then only those items will be on the PO.

3. Click the Purchase Orders tab in the service order and you will see the package name and pack items that were placed on a PO and the PO number. Double click on any of the lines and SME will jump to the PO.
4. In the PO, click the PO Items tab. You will see the package name. Click the plus sign to expand the package to see the pack items if you added the whole package, otherwise you will see the individual pack items you selected to put on the PO.
5. When receiving items, you must select the pack items and click Receive Item. You cannot select the package header and receive the whole package.

How the package on the invoice sync to QuickBooks

Charging as Package & Add As line Items checked

If you have both Charge as Package and Add As LIne Items check on your package, then the charge is going to be on the package header. Since the package isn't in QuickBooks, the income is going to pass through SMP_Item (image below)

Add As Line Items & NOT charging as a package

If you do not check Charge as Package but check Add as Line Items, then the package header line on the invoice in QuickBooks will have a $0 on it. The prices will be on the package items as shown in the image below.