Creating a Transcript Product

Access to this page is defined by ProductSetup.TranscriptProduct application security.

ThreeSixty Web Client allows you to create new transcript products.

This is a simple product and follows all the normal structures. The one things that is different is that you can define the number of official transcripts that can be secured through purchase of this product and can define the amount of time that the customer has to request the transcript once the product is purchased. It is essentially a timed service.

You should set the transcript up as a product if you are charging for it.

To create a new transcript product:

1. From Product Central, select Transcript from the Create a New Product card.
   Alternatively, you can select Create a Transcript Product from the left navigation menu.
   The Product Setup screen appears, as shown below.
   
2. Enter the Product Code and Parent Product. For a master product, the Product Code and Parent Product values should be the same.
3. Select the Product Type from the drop-down.
4. Select the Product Class from the drop-down. Values in the drop-down are populated based on the non-fixed codes defined for the MISC "PRODUCT_CLASS" system type.
5. Enter the Product Name.
6. The Invoice Description defaults to the same value.
7. If necessary, enter the Product Manager Email.
8. Select "Yes" or "No" for the Master Product option. When unchecked, it implies that the product cannot be entered directly without already having another product with the same parent product but different product code. The checkbox defaults to checked.
9. Select "Yes" or "No" for the Members Only option. When checked, the system allows only members can buy this product.
10. Select "Yes" or "No" for the Allow Price Update option. When checked, the Unit Price field is editable on the Order Entry screen and the Line Item Details screen.
11. Select "Yes" or "No" for the Zero-Price option.
12. Select "Yes" or "No" for the One Price Only option.
13. If necessary, search for and select a Primary Search Group to link to the product.
14. From the Transcript Information section:
    1. Set the Official Transcript Limit.
       When a customer purchases a transcript product, the customer is receiving the right to obtain a defined number of official transcripts. This identifies the number of official transcripts that can be obtained by the customer. If the value is changed, only future purchases are affected.
       When a Printed Transcript of Subscription Transcript product is purchased, the OFFICIAL_TRANSCRIPTS_PURCHASED, OFFICIAL_TRANSCRIPTS_PRINTED, and TOTAL_TRANSCRIPTS_PRINTED in the TRN_Cus_Control table are incremented based on the order quantity times the number of transcripts defined for the transcript product here. If the order line is cancelled, the fields are decremented by order line quantity times the number of transcripts defined for the transcript product here.
    2. Enter the Time Limit on Service.
       When a customer purchases a “Subscription” transcript product, the customer is purchasing the right to obtain official transcripts for a period of time. This field identifies the number of months over which the customer can obtain the official transcripts.
15. Select the Product Status from the drop-down. The status of the product. Values include Active, Cancelled, and Discontinued.
16. Select "Yes" or "No" for the Available to Order option. When checked, sets this as an active product for purchase by customers.
17. Select the Available From date. Defaults to the system date, but it can be overridden. The date from which the product will be available from.
    The Available From date cannot be changed if orders have already been created for it.
18. Select the Available To date. This field is usually left blank unless there is a specific date on which the product will no longer be available. If a date is entered, the product will not be available for orders after this date.
19. Click Continue.
    The Rates and Pricing step displays, as shown below.
    
20. From the Add Rate Structure and Rate Code section:
    1. Select a Rate Structure from the drop-down.
    2. Select a Rate Code from the drop-down.
       The Description defaults to the selected rate code, but can be changed if needed.
    3. Select a Short Pay code from the drop-down.
21. From the Additional Options section:
    1. Enter the Priority.
       This determines the order the rate codes display on the Order Entry screen. The rate code with the lowest display order displays first.
    2. If necessary, enter an Agency Discount percentage.
       This is the percentage to be applied for an agency discount when creating an order for this product.
    3. If necessary, enter a Sales Commission percentage.
       This is the percent of sales commission that the salesperson receives when this product is purchased within the rate structure/ rate code selected.
    4. Select whether or not this is the Default Rate.
       This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the "list price". Only one rate code within a given rate structure for a product can have this checkbox selected.
    5. Select whether or not this is a Web Enabled Rate.
       This indicates that the rate structure/code can be used in ThreeSixty e-Business.
    6. Select whether or not this is the Default Web Rate.
       This indicates that the rate structure/code is the default rate in ThreeSixty e-Business.
    7. Click Add
       Repeat the steps above to add additional rate structures/codes.
22. From the Add New Price section:
    1. Select the appropriate Rate defined above from the drop-down.
    2. Select the Currency from the drop-down.
    3. By default, the Valid From date is set to today's date, but can be changed.
    4. If necessary, select a Valid Through date.
    5. Enter the Price.
    6. If necessary, enter the Min Price To Activate amount.
    7. If necessary, enter the Max Auto Write-off amount.
    8. Select whether or not you want the price to Show as Web Sale Price.
    9. If set to "Yes", enter a Strikethrough Price.
    10. Select whether or not you want to Show Price End Date.
    11. Click Add.
        Repeat the steps above to add additional prices.
23. Click Continue.
    The GL and Revenue Accounts step displays, as shown below.
    
24. The Begin Date defaults to today's date, but can be changed if needed.
25. Enter the Pay Priority.
    This establishes the order by which line items on a multi-product order are paid. The lowest priority number is paid first, with zero being paid before any other.
26. Select a Receivable Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
27. Select a Writeoff Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
28. Select a Cancellation Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
29. Select a Discount Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
30. Select a Deferred Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
31. Select a Agency Discount by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
32. Select a Deferred Agency by entering at least three characters and clicking the magnifying glass search icon to display available options.
    Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
33. From the Tax/VAT Control section, select whether or not the product is Taxable.
    If you select "Yes":
    1. Select the appropriate Tax Category from the drop-down.
    2. Select whether or not you to want to Charge VAT tax on the product.
       If you select "Yes":
       1. Select the appropriate VAT Category and VAT Country from the drop-downs.
34. From the Revenue Recognition section, select the appropriate Recognition Method from the drop-down.
    If you select "On Specific Date":
    1. Select the appropriate  Recognition Date.
35. Click Save.
36. From the Revenue Accounts section:
    1. The Begin Date defaults to today's date, but can be changed if needed.
    2. Select a Revenue Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
       Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
37. Click Done.
    The new product will open within the Product Summary.