Product & Catalog Management

Learn how to manage your product catalog, customize pricing, and create custom units to ensure accurate quoting for your business.

Video Tutorial

Video Tutorial coming soon..

1. Understanding the Catalog System

Product Catalog Overview

Your Cooledge catalog contains all the air conditioning units and materials available for quoting:

• Pre-loaded Products: Hundreds of units from major manufacturers
• Custom Products: Units you create for specific needs
• Pricing Control: Override prices for your business needs
• System Types: Organized by Split, Ducted, Multi, VRV, Install Only, and Repairs

How Catalog Affects Quoting

• Mobile App: Displays your enabled products for selection
• Pricing: Uses your custom prices or default catalog prices
• Availability: Only enabled products appear in quote creation
• Branding: Products maintain manufacturer information and specifications

Price Calculation Formula

Cost of unit × Unit margin (%) + Base installation cost + Extras = Total installation cost

[Screenshot placeholder: Catalog overview page]

2. Accessing Your Catalog

Navigation

1. Dashboard: Go to your Cooledge dashboard
2. Catalogue Menu: Click "Catalogue" in the side navigation
3. System Type: Select the system type you want to manage:
   • Ducted System
   • Multi-System
   • Split-System
   • VRV System
   • Install Only
   • Repairs

Catalog Sections

Each system type has organized tabs:

• Units: Air conditioning equipment
• Materials: Installation materials and components
• Add-ons: Optional equipment and accessories

[Screenshot placeholder: Catalog navigation]

3. Managing Units and Products

Product Information

Each product in your catalog includes:

Basic Information:

• Name: Product name and model
• Brand: Manufacturer (Daikin, Mitsubishi, etc.)
• Capacity: Cooling/heating capacity (kW)
• Model Numbers: Indoor and outdoor unit models
• Price: Current pricing

Technical Specifications:

• Cooling Capacity: Rated cooling output
• Heating Capacity: Rated heating output
• Type: Indoor or outdoor unit (for Multi/VRV systems)
• Series: Product series information
• Category: Indoor unit category (for VRV systems)

Viewing and Filtering Products

Filter Options:

• Brand Filter: View products from specific manufacturers
• Status Filter: Active, inactive, or all products
• Type Filter: Indoor vs outdoor units (Multi/VRV systems)
• Search: Find products by name, model, or capacity

Product Status:

• Active: Product appears in mobile app for quoting
• Inactive: Product hidden from quoting but retained in catalog
• Modified: Product with custom pricing or details

[Screenshot placeholder: Product filtering interface]

4. Customizing Product Pricing

Price Override System

You can customize pricing for any product in your catalog:

Default vs Custom Pricing:

• Default Price: Standard catalog price
• Custom Price: Your business-specific pricing
• Override Indicator: Modified products are clearly marked
• Bulk Updates: Apply pricing changes to multiple products

How to Update Pricing

Individual Product Updates:

1. Find Product: Use search or filters to locate the unit
2. Edit Product: Click the edit button for the product
3. Update Price: Enter your custom price
4. Save Changes: Product now uses your custom pricing

Bulk Pricing Updates:

1. Select Products: Choose multiple products using checkboxes
2. Bulk Actions: Use the bulk actions menu
3. Apply Changes: Set percentage increases, fixed amounts, or specific prices
4. Confirm Updates: Review and apply changes

[Video placeholder: Updating product pricing]

Pricing Best Practices

• Regular Reviews: Update pricing quarterly or as costs change
• Competitive Analysis: Ensure pricing remains competitive
• Documentation: Keep records of pricing changes and rationale

5. Creating Custom Products

When to Create Custom Products

• Unique Equipment: Units not in the standard catalog
• Special Pricing: Products with unique pricing arrangements
• Custom Configurations: Modified or custom-built units

Creating a Custom Product

Required Information:

• Product Name: Descriptive name for the unit
• Brand: Manufacturer name
• Capacity: Cooling and heating capacity
• Models: Indoor and outdoor model numbers
• Price: Your selling price

System-Specific Fields:

For Split/Ducted Systems:

• Both indoor and outdoor model numbers required
• Full capacity and pricing information

For Multi/VRV Systems:

• Type: Indoor or outdoor unit
• Series: Product series (required for VRV)
• Indoor Category: Wall-mounted, ducted, etc. (VRV only)

[Screenshot placeholder: Custom product creation form]

Managing Custom Products

• Edit Anytime: Modify custom products as needed
• Enable/Disable: Control availability in quoting
• Track Usage: See which custom products are being quoted
• Delete Safely: Remove unused custom products

6. Materials and Add-ons Management

Materials Catalog

The materials section includes installation components:

Common Materials:

• Pipe Length: Refrigerant piping (per meter pricing)
• Trunking: Decorative pipe covering
• Electrical Components: Circuit breakers, wiring
• Mounting Hardware: Brackets, anti-vibration mounts
• Drainage: Condensate pumps and pipes

Add-ons Management

Add-ons are optional equipment that can be included in quotes:

Typical Add-ons:

• Controllers: Advanced control systems
• Sensors: Temperature and humidity sensors
• Filters: Upgraded filtration systems
• Installation Options: Special mounting or electrical work

Customizing Materials Pricing

• Override Pricing: Set custom prices for materials
• Regional Adjustments: Account for local material costs
• Bulk Updates: Apply pricing changes across categories
• Enable/Disable: Control which materials appear in quotes

[Screenshot placeholder: Materials management interface]

7. Advanced Catalog Features

Team Permissions

Control who can modify your catalog:

Role-Based Access:

• Owners: Full catalog management access
• Admins: Can modify products and pricing

Permission Controls:

• Edit Products: Modify existing product details
• Create Products: Add new custom products
• Pricing Updates: Change product pricing
• Bulk Operations: Perform mass updates

Catalog Backup and Sync

• Automatic Sync: Changes sync to mobile app automatically
• Version Control: Track changes and revert if needed
• Backup Protection: Your customizations are safely stored
• Multi-Device Access: Catalog available across all devices

Integration Features

• Quote Integration: Catalog directly feeds quote creation
• Mobile Sync: Real-time sync with iOS app
• Reporting: Track product usage and performance

8. Best Practices for Catalog Management

Organization Strategy

• Regular Maintenance: Review and update catalog monthly
• Clear Naming: Use consistent, descriptive product names
• Category Management: Properly organize products by type
• Status Management: Keep only relevant products active

Pricing Strategy

• Seasonal Adjustments: Update pricing for seasonal demand

Quality Control

• Data Accuracy: Verify all product specifications
• Model Numbers: Ensure correct indoor/outdoor model pairing
• Pricing Validation: Double-check pricing calculations

9. Troubleshooting Catalog Issues

Common Problems and Solutions

Product Not Appearing in Mobile App

• Check Status: Ensure product is enabled/active
• Sync Issue: Force sync in mobile app settings
• Filter Settings: Verify mobile app filters aren't hiding product

Pricing Discrepancies

• Custom vs Default: Check if custom pricing is applied
• Calculation Errors: Verify pricing formula and margins
• Sync Delays: Close the app completely on your device and reopen to force a sync of the product catalog

Custom Product Issues

• Required Fields: Ensure all mandatory fields are completed
• Model Conflicts: Check for duplicate model numbers
• Validation Errors: Address any validation messages you recieve when saving

Getting Help with Catalog Issues

• Support Documentation: Reference this help guide
• Email Support: Contact support@cooledge.com.au
• Live Chat: Use in-app help for immediate assistance

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Next Steps: Learn about subscription billing → or explore leads marketplace →

Need help with catalog management? Email us at support@cooledge.com.au