Article info and actions
What is an article?
Items are a basic component of the system. Items are the collection of all the units that can be sold or rented. Generally, these are physical products, but it is also possible to be services or accesoires. An item is always generic and can consist of uniquely identifiable products. In RentMagic you would identify that as a serial number.
All articles which are created within the system can be used on a quotation, reservation, order or invoice. You are also able to put articles on a quotation, reservation, order or invoice if they weren’t created within the system. These are the so-called free articles. This is made visible if you were to put them into the system.
An article is put in a specific article group. An article possibly consists of multiple serial numbers. The serial numbers are the unique cases. An article does not have to consist of a serial number. This must be made clear during the creation of the article. An article without serial numbers can’t be tracked individually.
Articles > Basic data > Articles
The overview of the articles will now be opened.
Add an article
If you want to add an article, press new.
When creating a new article, you need to take a number of things into account. Which data exactly do you use from an article? It is best to fill an article as completely as possible within RentMagic, so that you always have all the information at hand. If an integration is made with other software systems, it is important to match the article number with this system. The article number is unique and identifying, make sure that you also enter a unique article number when creating a new article.
When creating an article, it is best to fill in all fields as completely as possible. When you have filled in all the necessary fields, click on save to save the item. After saving, the article details screen remains open.
After saving the article is created. Do not forget to complete the tabs at the bottom of the article details.
Change an article
If you want to change an existing article, double press on the article in question in the overview. The article detail screen will be opened and from there you will be able to make changes.
Article data may change from time to time. If you are not using an automatic link with another software system in which articles are managed, it is possible to change an article here. Make your changes on the article card. After you have completed the adjustments, press save to save the data. The data of the article is then immediately active. However, keep in mind that already created documents, such as quotations, orders and invoices still contain the data from before the change. After all, this information is historical, which means that it cannot be changed just like that. Only with new documents, such as new quotations or orders, the new data of the article will be used.
After the changes have been made, it is advisable to go through the tabs as well.
Delete an article
If you don't use an article for a longer period of time it is possible to delete the article. Make sure that the article code is set on expired , otherwise you won't be able to delete the article. The article will remain on already existing trade documents, because the information on the document will remain. We call this historical data.
To really delete an article, you select the article in question in the overview. Next up press delete to permanently remove the article from the system. This process is irreversible.