MB-210 Microsoft Dynamics 365 – Create and Manage Product and Product Catalog

1. Product Catalog Overview

Alright, so welcome to this tutorial. In this tutorial you will learn about Dynamics 365 Sales product Catalog so we’ll talk about the different components of product catalog and how you can define them. So product catalog is a collection of products, it can be physical, digital or services and their pricing information. So companies can utilize product catalog feature to define their products, can be physical, product, digital product or can be services that they are offering to their clients. And along with defining products, companies can also define their pricing. So how much a product or service will cost to a client. So the major components of product catalog are first products and families. So users can create products that can be offered to customer.

So this includes products, families and bundles. We’ll talk more about each one in detail in the coming videos. But for now you can just understand that there is one section where you can create products, families and bundles and these will be the products that you offer to your customer. The next component of product catalog is discount list. So users can create discount list to offer product discounts to customers based on the volume they purchase. So depending on the number of quantities they purchase for a product and service, then you can configure the discounts and that will be applicable when you create notations orders and invoices.

And discount can be either given in percentage or amount. So we’ll talk more about that. The next component is price list. So users can define price list which determines the price company can charge for a unit of a product. So companies can create multiple prices based on their requirements. So a similar product can be sold at different prices if you have different target segments or different customers, right? So the price list for wholesaler can be different and prices can be different for end customer, right? So the same product can be sold in two different prices and you can define and configure those price lists in the price list section.

And under each price list users must define the price list items. It means for each price list they need to select the product and the price type. So we’ll see more about that as well. And the fourth and last component of product catalog is unit groups. So users can create unit groups which determines the base unit of measure of a product for sale. So this includes example, maybe pieces, boxes, duration, hours, minutes these are some of the examples of units that a product or service can be measured into, right? And new units can be defined in comparison with the base unit of measure.

So for example, if your base unit of measure is hours, then you can define a working day unit in that the base unit of measure which is ours, will be eight. So eight working hours will become a working day, right? So we’ll talk more about that as well. So these are the four components of product catalog that you must know. And in the coming videos, you will learn each one in detail. And we’ll take examples, and you will see how it can be useful for organizations. So that’s it for this video. And I will see you in the next video tutorial.

2. Product Catalog – Configure Unit Groups

Alright, so welcome to this tutorial. In this you will learn how to configure unit groups in a product catalog. Now, it is important to understand and configure product catalog in a sequence. So first step is to configure unit groups. It means whatever the product or services a company offer, they need to understand what will be the unit groups that we will define in Dynamics 365. Then only they can move forward with other configurations. So I would highly recommend you to follow the step by step process. Also follow the sequence in the product catalog in which we have provided tutorials. Right, so the first step in configuring a product catalog is to configure unit groups. So let’s talk about it. So the unit groups determine how a product or service will be measured in a Dynamics 365. So users can create unit groups and they can define units in each unit group.

So let’s talk about unit groups. So a unit group is a collection of different units that a company can sell its product or services in. And users need to define a primary unit for each unit group. So we’ll take an example in a moment. The second one is units in unit groups. So units are the quantities or measurement that a company sells its product or services in. And users must define a base unit for every unit they create in unit group. So let’s take an example of unit groups and units. So in this case, we are taking an example of implementation and training of Dynamics 365 apps and the customers are charged based on the number of hours, week, day and month. So the unit group we will create is implementation and training and then we will define units under the implementation and training unit group. So the unit name is Our.

Okay, so implementation and training can be supported or can be provided on number of hours that will be the primary unit and the quantity in primary unit will always be one. Then you can define different units in a unit group in relationship with primary unit. So the next one is day and the base unit is hour. So how many hours in a day? Okay, so we enter here eight. We are talking about the working hours here. It means how many hours a team can work or a member can work in a day. Then week we have 80 hours and then we define month as 160 hours. Okay, this is an example when company wants to build their customers based on the number of hours. Okay, so let’s explore how you can do that in Dynamics 365. So, here I am in Dynamics 365 to define products and other components in product catalog, you need to go to app settings and then there you have product catalog. First is the product catalog settings. So in the product catalog settings you can define system level settings for Dynamics 65. And these are very important settings that you must know. So the first is you want to select whether products should be created in active state.

 So when you create a product, by default they are in draft stage. If you want them to be created automatically in active state, you can enable this. Yes, but it is not recommended because you might make a lot of changes to a product and you don’t want users to start using the product when it is in draft stage. Right. So it is always good to keep this in off mode or no mode. This can be useful where companies do not have mining configurations and they have very fixed template which they create and when they create the products their product is ready to be sold in those scenarios companies can choose to enable this feature. The next is set whether the default price list for an opportunity should be selected via an inbuilt tool. If you want, then you can enable this to yes. So whatever price list you select for a territory a user belong to. So if I belong to a territory, then if I enable this to yes, then the default price list will be picked automatically when I create a new opportunity. Okay, so you can turn it to on. If you don’t want that, you can turn it to off.

Then set maximum number of products in a bundle. It means how many products can be part of one bundle. Okay so the maximum is 15 mentioned here if you want more you can change it as well. Next is set pricing calculation preference. So do you want to use system pricing calculation? You can enable to yes then set whether the discount is applied as a line item or per unit.

So discount calculation methods you can define is it line item that you select? Enter in the opportunity line items or codes or invoice or order or it will be per unit that you select. So you can choose based on your requirements and set maximum number of properties allowed for a product or bundle. So this basically is when you are creating a family in that you define the properties right? So what is the maximum number of properties you can define for a particular product or bundle? Then here you can define the maximum number. Next is make price list optional it means allow line items creation without associating a price list. Now this is not a good practice because your products will only get the price if you have selected the price list okay?

So it should always be off but in case if you think you just need to enter manually and you don’t need pricing from the price list then you can turn it off and adding products do you want to enhance add product experience? You can enable TS if you want and you will have different experience when you add products right? So this kind of settings you can also find under System Settings. So you can go to Advanced Settings, Administration System Settings and here under Sales tab you can see these settings available. So let’s talk about the unit groups. The first thing you need to define is Unit Group and we are going to create Unit Group for training and implementation. So these are the default unit groups available. If you want to take an example and see how they are defined, you can just open a few and see how they are defined. So to define a new unit group you just click New and here you give it a name. So name is Training and implementation.

So it’s Training and Implementation and what is the primary unit? So in this case you must define the primary unit as the lowest unit that you will be using for measuring the product and services. So in this case we have hour. We can’t charge for implementation in minutes or seconds. So it is good to define the minimum as hour. And this primary unit will become the base unit for all the other units that you create in the Unit group. So that’s something we’ll see. You can just click okay, so it is created here, you can give it a description. So it’s a unit group for microsonax based on training and implementation. Then you click Related and then you define Units. So here you will see the primary unit. And when you open this primary unit you will see that the quantity is logged and Base unit is also locked. It means you can just change the name but you cannot change anything else once it is created. Right? So let’s go back here, let’s go to Units and let’s define for Day, Week and Month.

So we click New Unit and a quick create form is open. And here we will define Day and the base unit will be Hour. So you can easily identify this as how many hours in a day. So this is where we are talking about working day. So we’ll just put eight. We can just click save and close or save and new. So let’s click save and create new. Next is week. So Pace unit will again select our you can select Day as well, but just to maintain consistency, it is good to have the units in a specific format. So 40 hours in a week, let’s click Save and New and let’s create the last one which is Month and it’s 160 hours, right? So month has 160 hours. We just click save and close. And now we have defined the units under Unit Group, right? So if you want to sort it and see that in sequence, you can just sort it by quantity. So the least quantity is the paste, which is the primary unit.

And then you have Day which is measured in the paste unit of Hour, Week and Month. So now when you add products in opportunity, you need to select which unit you are selling this product or service in. You can either select our or other units in the unit group. So like this, you can define unit groups. This is the first configuration that you must do in product catalog. And then we’ll move forward. So that’s it for this video. And I will see you in the next video tutorial.

3. Configure Products

All right, so welcome to this tutorial. In this tutorial, you will learn how to configure products inside Dynamics 365. So, to offer products and services to customers, companies need to create products inside Dynamics 365. And the mandatory fields to create a product are first is the product name. So you need to explain what this product will be called. Then the product ID. This is a unique ID that you can provide to your product so that you can identify it with just a code and not looking at all other details. This is manually entered. The next is the unit group, which explains how this product or service will be measured in. Then you select the default unit in the unit group. So if you select, for example, an implementation unit group, then you need to define whether you’re going to select day, hour, week, or month as a default unit for a specific product.

And then you specify the decimal support. So this is a decimal support for the monetary values of a product. So let’s take a sample product. We’ll continue with the example that we used in the previous tutorial about training and implementation unit. So we’ll extend that and we’ll now create product using that particular unit. So the product name is MB. Three double zero certification course. Okay, so this will be a training program and the product ID is MB Three Double Zero. The unit group is Training and Implementation, which we created in the previous tutorial. A default unit is our. Now, based on the customer requirements, they may ask specific topics in a certification course. So they may either choose entire certification course or just few topics. Then based on that, we can define how many hours of training they will take. And then the decimal support is up to two. So let’s create this product in Dynamics 365. All right, so under product catalog, you need to click Families and Products. Here you can create families, products and bundles.

So we’ll talk about families and bundles in the coming tutorial. But for now, let’s see how you can create products. So, you can see all the products that are already available. You can see different views. So what are the active product bundles? You will see here, right now we don’t have any active if you want to see all product bundles, you can just check it. Similarly, if you want to see all the product bundles and families together, you can click on this and you will see this particular structure. And every view has different columns. So here you can see the product structure, either it’s Product Family, Product or Product bundle. So let’s create a new product. So we click add product. And here we give the product name which is MB 30 certification course.

And the product ID is MB three double zero. Now we’ll talk about the parent or the family in the coming videos. For now, we can just leave it as it is and it’s valid from. So if this product has some validity then you can define this valid from N two and during that period you will be able to select that particular product in your opportunities or quotes or other sales transactions. Here you can give the description of the product. So this is MB. Three double zero microdynamics 365 Core Finance and Operations certification course. Then you need to select the Unit Group. So Unit Group is going to be our training and implementation that we selected. And the default unit that we have is our.

We can also choose days if we want, but let’s choose Our. And if you want to choose the Default Price List you can but you need to save it, then decimal support it too. And if there is any subject that you want to use, it means to categorize this product. You can do that, we can just save it. You can just click Save or you can press CTRL S and you can see here the warning. A default Price List has not been set up. So this is a recommended thing but it is not mandatory. But it is always good to define the default Price List. So let’s select that default price list. We can select Preferred Customer okay, we save it. We’ll talk about how you can define Price List in the coming videos. So that’s how you can create products. Then you can go to additional details and define here the Product relationship and Price List.

So we’ll talk about them also in detail. The product properties will be defined when you select family in the parent and then only you will be able to set the properties and define it. So you can enter notes here for this product. So you can enter title and notes. So sample and you can just click Add Note. So here you can keep adding notes and you can edit it if you want and you can delete them as well. You can filter by record type and also modified date. So that’s how you can create a product in Dynamics V 65. These are the important things like name, product ID, description is optional. Then unit group default. Unit price list and decimal supported.

So these are different fields to create a product. Let’s see the next step. So now let’s see the product status which means product lifecycle. So a product can have one of the following statuses at a given point in time draft, active, under division, retired. So when a user creates a product or product is newly created, the status of a product is default to Draft and the product cannot be used in any transaction. When the product status is draft and product can be modified, it means you can make changes to it. The next product status is active. So this is a status when the product is published and when you publish a product, the status changed to Active and the product can be used in transactions. Please note that product properties cannot be modified when the product status is active. Rest all the details you can modify. The next status is under revision.

So this is a status when the product is under revision and the product can still be used in transactions which is a previous active version of a product. And then changes can be done to the product. And once you are ready with the changes, then you can publish to activate and all the changes will be reflected and the users can use the new product properties in transactions and the final status is retired. So this is a status when product is no longer sold or no longer available.

So this can be the scenario where the product is expired after a certain period of time. Then you can change the status to Retired or it is discontinued from the organization offerings, right? So then you can change the status to retire and the product is not available for transactions when it is in retired state. So let’s see that in Dynamics 365. So this is a product that we created and you can see the current status of the product is Draft. So now you can make changes to this but you cannot use this product in transactions. So once you are ready to publish this and start using it in transactions, you need to click Publish and you can just click Confirm. So now you will see the status has changed to Active. It means this product now can be used in transactions.

You can still make changes to it but please note that you cannot change product properties. Okay? So you will not find any option to add product properties to it. You can continue to add other information, write notes and other details. Now in case if you want to modify the product properties, then you can click Revise to revise it. So let’s click Revise and just click Confirm. So when you click Confirm then you will be able to change properties of this product. Let’s click Confirm. So when you click Product Properties here, you will be able to add a new property. So the status is under revision but product can still be used in transactions and once the properties are changed, you can again click Publish to reflect the changes and click Confirm. If you no longer want to use this product, then you can just click Retire and this will retire the product and it will no longer be available for selecting on any transactions and this becomes non editable.

So you cannot make any changes and the product is retired and can no longer be used in some scenarios where the product is retired but they want to reactivate the product and make some changes to it and start offering it to customers. Then you can click activate. So when you click Activate, it will activate the product and the status will change back to active and can be used in transactions now so this is a product lifecycle and different statuses of product.

You can also delete the product by clicking delete you can refresh the product to reflect the latest changes that is done and other information. You can also run report based on product but you don’t have any reports for individual record for products so that’s how you can create a product in dynamics 365 and we have seen the product lifecycle with different statuses so that is for this video and I will see you in the next week. Tutorial.

4. Configure Price Lists

All right, so welcome to this tutorial. In this tutorial, you will learn how to configure Price List under Product Catalog. So in the previous tutorial, you learned how to create a product and also different statuses of a product. So we selected a price list while creating the product. But you also need to define price list items so that you can use it in transactions. So that is why the price lists are defined after the product is created, okay? So that’s the sequence you can follow. First is the Unit Groups, then you have products, then you can define price lists. So let’s talk about price lists.

So, Price lists help our companies or organizations define the level of product or service pricing based on the customer type. For example, the MB 30 Certification Preparation Course pricing can be different for an individual participant than the pricing for a group of participants, which is a corporate pricing. So an individual participant will purchase course once. Okay? And a company can purchase course for say, ten of their employees, right? So they will purchase ten seats of MB three. The buzzer certification course. So this is just an example. And similarly to other physical and other products, this can vary, right? So the pricing can be different. So you can use Price List for opportunities, codes, orders and invoices. And each Price list can have multiple Price list items. And in Price List item, you select the product and services and the pricing information. So we’ll see that.

And it’s possible to create a price list in multiple currencies. And currency is defined at the Price List level and not the Price List item level, okay? And companies may also choose to structure pricing as shown below. So a Price list can be based on different pricing levels. So for example, it can be discount offers, special offers, regular price, et cetera. So a company can define price list based on different customer types. For example, retained customers, wholesale customers, resellers and distributors. These are a few examples. And it can also be based on the geographical level. So a Price list can be based on different geographic location. For example, the price list for India, USA, UK, Australia, et cetera. So, based on the organization requirement, they can choose to structure the pricing.

And that you can configure in Dynamics 365. So, let’s take an example of a price list. So, let’s create two price lists for MB three double Zero Certification Preparation Course, one for individual and another for corporates. So the Price list one will be MB three double zero course for individuals. Price List two will be MB, three double zero Course for corporates. And here what you will enter in each price list. So, Price List name here you will give the Price list name, so it’s easy to identifiable. The next is a description, so it gives more information about the Price list. What this Price list is all about.

 You can define that, then you select currency. So select the currency as per your requirements. So if you are creating a price list for Indian customers, then you need to select INR in the currency. If you are setting up the price list for US customer, then you will choose US as the currency. Okay. So that you can categorize, then you start the effective date of the price list. Now this is an optional field. But if company wants to keep a pricing effective from start and end date, then they can enter them here. So let’s create these two price lists in Dynamics 365.

So you go to price list under product catalog and then you click New. So you can see the existing ones if you want and get an idea. So let’s click new. And here we can give the pricing for corporates and then pricing for individuals. So MB three double zero individuals USA. Okay. And the context will be sales. Start and end date is optional. The currency is US dollars because it is defining for USA and the time unit we are selecting. Here is our okay. So number of hours it is going to build.

So let’s enter the descriptions. So MB three double zero prices for individuals in the USA. And we just save it. So this price list is defined. You can enter the start and end date if applicable. So this is for USA individuals. Let’s create one for corporate. We can just copy instead of creating it from scratch, just copy it and it is copied. I can just make changes. So corporates, everything else will remain same. Here we’ll just put corporates. So we can just put corporate USA and save it. So now we have two price lists. One is for corporates and one is for individuals. So that we can see here, right? Similarly, if you want to create a price list for MB three double zero for India, then you will create a new price list. So I’ll just copy this. For example, this one copy individuals. I can just put here India. And here I’m going to choose the currency as INR I think it’s rupee. Yes, INR.

So you can create it like that, right? So like this you can define price list. Let’s move to the next step. So after you define the price list, now it’s time to define price list items. So priceless items are used to define the price of a product under a price list. Okay? So for each price list, users must select a product and other details required. So there are different pricing models available. I’m going to explain that to you in the coming tutorial. But for now, we’ll just create a price list item and show you how it works. Then you specify either amount or percentage including the rounding policy. So let’s create a price list item for MB three double zero course for both priceless MB three double zero course for individuals and for corporates. So let’s open MB three double zero individual USA. And we go to price list items. And here we define that product.

So product we have already created. And now we are going to define the price list for that product. For USA individuals let’s click add new price item. And here you need to select the product. So let’s search it. MB three double zero. And the unit. So unit will be our any discount list. We’ll talk about discount list in coming videos but we can just leave as it is. And quantity selling option, will you sell it at whole or faction or no control? You can define as per your requirements. Then we can select just the currency amount as say $1,000. Okay. And we can save it. So now for individual USA, the price of MBtwo certification course is $1,000. Now we need to define it for corporates as well. So we go back.

And here we have defined it for USA individuals. Similarly if you have more courses or more products you can continue to define those in here. Let’s do it for USA corporates. So here we’ll just click add new price list item and we’ll select the same product unit and currency amount. We’ll talk about the pricing methods in the coming videos and say for corporates it’s two five double zero. We save it. And now this is defined so we can just click back.

So now I hope you get the idea that a product can be sold in two different prices based on the customer type, right? So it can be based on the geographic. So when we talk about India, so for example individual India, the pricing may be less as compared to USD, right? So you can just put here new price list item. Here you select the product, the unit is our and here you define the amount in rupee. So maybe the amount is say Rs45,000 and save it. So the same product can now be sold at three different prices. So that’s how organizations can define the price list based on the structure, how they are going to sell to their customers. And then they can define for different currencies and the product price can differ, right? So that’s it for this video. And I will see you in the next video tutorial.