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Copying a Product for YMCAs and JCCs

Paige Freeman
  • Updated

If you need to create multiple products that have similar setups, you can use the Copy Product functionality to make this process easier and less time-consuming. The Copy Product functionality allows you to take the setup of an existing product and copy over any or all of its parameters, including GL accounts and pricing setups, by simply checking off the parameters you want to recreate for the copied product.

To copy a product, you must have access to the COPY_PRODUCT access point.

This functionality is available for Digital, Inventory, Membership, Miscellaneous, Subscription, Programs, and Childcare product types and can be accessed from:

  • the Global Search results grid
  • the Actions menu within the Product Summary

The Copy Product screen consists of several sections:

  • Template
    Allows you to create or select a Copy Product Template.
  • Original Product Details
    Displays some details about the original product. This section is collapsed by default.
  • Product Setup
    Used to set up the general product information, such as Product Code and Product Description.
  • Copy Parameter
    Used to define the parameters that should be copied from the old product to the new product. The Copy Parameters functionality allows you to copy any or all parameters of a product including the following:
    • General Parameters
    • Rates and Prices
    • Components
    • Cancellation Fees
    • Web Text Info
    • Shipping Fees
    • Subsystem-Specific Parameters (where applicable)
  • GL Accounts
    Used to select or copy GL Accounts for the new product.
  • Revenue Accounts
    Used to select or copy Revenue Accounts for the new product.

The only value that must be new is the Product Code.

To create a copy of an existing product:

  1. From the Global Search Results or the Actions menu within the Product Summary, select Copy Product.
    The Copy Product page displays, as shown below.
  2. The Template will populate to the default Copy Product Template for the subsystem.
    If necessary, you can choose to select a new template, create a new template, or edit the template. For more information, please see Copy Product Templates. If you choose to create a new template during copy product, you can only create a template for the current product subsystem.
    You can also clear the template.
  3. The Build A Code section displays for Program and Childcare products and is optional to use.
  4. In the Product Setup section, perform the following:
    1. Enter the Product Code of the new product.
      The Product Code MUST be different from the original product.
    2. The Parent Product will populate with the same value as the Product Code.
    3. Select the Branch for the new product.
      This field displays when copying a Program or Childcare product. If a Branch was selected when using the Build A Code section, that Branch will populate in this field.
    4. Select the Product Class of the new product.
      This value defaults from the original product, but may be changed as needed.
    5. Select the Product Subclass of the new product.
      This field displays when copying a Program or Childcare product. This field is required when the USR_Y_PRODUCT_SUBCLASS_ISREQUIRED flag has been set to Y.
    6. Enter the Product Name and Invoice Description.
      These values default from the original product, but may be changed as needed.
    7. Enter the Product Manager Email, if necessary.
    8.  If necessary, modify the Available From and Available Through dates.
      This value defaults from the original product, but may be changed as needed.
  5. In the Copy Parameter section, perform the following:
    1. Rates and Prices: copies information defined on the Rates and Pricing screen.
    2. Cancellation Fees: copies information defined on the Cancellation Fees screen.
    3. Product Images: copies information defined on the Product Images screen.
    4. Components: copies information defined on the Components screen.
      This option does not display for Digital products.
    5. Web Standard
      This toggle is disabled if the Web Text Info toggle or Categories/Keywords toggle is set to Yes.
      When the Web Standard toggle is set to Yes, the system will perform the following:
      1. create the LONG and SHORT web text based on what has been defined in the Web Standards screen for the Department Class and Department Subclass fields (Using Build Code) (APP005 in the back office)
      2. create the Categories web text based on what has been defined in the Web Standards screen
      3. copy the Keywords that have been defined by the source product
    6. Initial Payment Due Date and Last Payment Due Date
      This toggle is only available if the Payment Schedule flag is set at the Org Unit level for the MTG and FND subsystems
    7. Web Text Info: copies information defined on the eBusiness Control, Brief Description, Long Description, Related Links, and  Search Engine Optimization screens.
    8. Ebusiness Controls: copies information defined on the eBusiness Control, Related Links, and Search Engine Optimization screens.
    9. Categories/Keywords: copies information defined on the Categories and Keywords screen.
    10. Relationships: copies information defined on the Related Products, Related Customers, Related Files, Fundraising Links, and Product Segmentation screens.
    11. Shipping Fees: copies information defined on the Shipping Charges screen.
  6. If you are copying a product from the Membership, Programs, Childcare, or Subscription subsystems, the Subsystem Specific section will display.
    1. Membership Specific Parameters
      1. Level 1, Level 2, Level 3
        These values will default from the original product when copying a Membership product.
      2. Linked Customer
        When set to Yes, this links the new product to the original product’s linked subgroup.
      3. Subscription Benefits
        When set to Yes, if more than one subscription benefit record for the same rate structure, rate code, and subscription product exists, only the most current record is copied.
    2. Programs Specific Parameters
      1. Begin and End Date and Time
        These values will default from the original product when copying a Program product.
      2. Subproducts
        When set to Yes, the application copies over any meeting sessions. The setup of the sessions remains the same. You may need to update its availability dates to align with the new product.
      3. Program Location
        This is the location you selected during Product Setup. When checked, this links the new product’s location to the previously selected location.
      4. Requirements
        Requirements are equipment and services, such as podiums, microphones, coffee service, etc., defined for the original product.
        When set to Yes, this copies over the same requirement for the meeting product as the original product.
      5. Rotating Images
        When set to Yes, if your existing program product has images saved to it, the system copies the rotating image records from the existing program to the new program being created.
      6. Payment Schedules
        When set to Yes, if your existing program product has a payment schedule, it will be copied to the new product.
      7. Age, Grade, Gender
        When set to Yes, if your existing program product has age, grade, or gender restrictions, they will be copied to the new product.
      8. Program Days
        When set to Yes, the Program Days will not be visible. All days will be copied from the source product to the new product.
        When set to No, the Program Days will display. Only the days that are selected will be copied from the source product to the new product.
      9. Transportation
        When set to Yes, if your existing program product has transportation, it will be copied to the new product.
      10. Capacity, Waitlist Capacity, and Min Registrants
        When set to No, the Capacity, Waitlist, and Registration will all be set to zero.
    3. Childcare Specific Parameters
      1. Groups
        When set to Yes, copies all linked groups from the source product to the new product.
      2. Program Calendar
        When set to Yes, the Program Calendar field does not display.
        When set to No, the Program Calendar search field displays. Selecting the Advanced button opens the Program Calendar search.
      3. Sessions
        When set to Yes, copies all sessions from the source product to the new product.
      4. Session Price
        If the Sessions toggle is set to No, this toggle is disabled.
        When set to Yes, the Session Rate Codes and Prices will be copied from the source product to the new product.
    4. Subscriptions Specific Parameters
      1. Print and Digital Edition
        When set to Yes, indicates an issue in the publication will be fulfilled in print or digital form.
      2. Subscription Issue
        When set to Yes, will default to copy the original product's Issues.
  7. In the GL Accounts section, perform the following:
    1. Select the appropriate radio button in the System Accounts section.
      1. Use System Default Accounts
        When selected, the system pulls the Product_Account values from the FGL_Product_Account_Default table for the subsystem. If this option is selected but no default system accounts have been defined, then the system accounts for the new product will be blank.
      2. Copy System Accounts
        When selected, the system copies the Product_Account record from the original product.
    2. If necessary, set the Impose Mask on System Accounts toggle to Yes.
      When set to Yes, you must enter a GL Account Mask so the system validates that the resulting account exists in the Financial General Ledger Account Master table. If it does not exist in the table, then a warning is issued and the user must define these accounts manually.
    3. Select the Recognition Method from the drop-down.
    4. Select the Recognition Date from the drop-down.
      This field will be disabled unless “On Specific Date” is chosen from the Recognition Method drop-down.
  8. In the Financial Accounts section, perform the following:
    1. Copy Revenue Accounts
      When set to Yes, the system copies the records from the Product_Revenue_Distribution.
    2. Impose Mask on Revenue Accounts
      When set to Yes, you must enter a GL Account Mask so the system validates that the resulting account exists in the Financial and Accounts Receivable system. If it does not exist in the table, then a warning is issued and the user must define these accounts manually.
    3. If you selected the Impose Mask on System Accounts or Impose Mask on Revenue Account checkbox(es), enter the GL Account Mask.
      GL account numbers are created with segments that represent the same type of item for all GL account numbers. You can define the pattern for the GL account here. For example, the current revenue account is 1-678-4800, where “4800” is specific to the current product and the revenue account for the new product is 1-678-4900. Therefore, the GL Account Mask would be ?-???-4900.
      When the Impose Mask on System Accounts or Impose Mask on Revenue Account checkbox(es) are selected and a GL Account Mask is entered, the system will accept a mask and then update the account based on this mask. The system must validate that the resulting account is a valid account.
  9. Review all your fields, and after review, select Copy Product.
    If no errors occur, the new product opens on the Product Summary screen. If you receive an error stating, “Another object with the same key already exists,” make sure you entered a Product Code different from the original product’s code.

This process does not automatically validate the product. You still need to click Validate Setup, as with other product setups, to finalize the product.

While the copy product functionality can copy the web text from the original product’s e-Business control, you should open the new product’s setup and review the e-Business to ensure it’s active and appears only when desired.