Managing Kit Definitions
What is a Kit Definition?
At a basic level a Kit Definition (and its Kit Items) is just a list of products that belong in a Product or 'Kit'.
The easy example of this is a standard first-aid kit.
We need to know what products and what quantities are in that first-aid kit so that when we perform a restocking job we know what items we need to restock.
But Kit Definitions are so much more than just a list of items in a first-aid kit.
St John 'restocks' and services many different kinds of products from AEDs to Fire Extinguishers.
Each different kind of product requires items like pads, batteries or gas refills.
Kit Definitions are also used to track those items.
Finally some customers might want different things in their first-aid kit than what comes standard.
Kit Definitions have been built to flexibly record customer preferences from modified kits to completely new kits built from the bag up.
Types of Kit Definitions
There are three kinds of Kit Definitions:
Standard Kit Definitions: These Kit Definitions relate to Products that St John sells such as first-aid kits or AEDs.
For most nationally sourced products (those from the NPSU) the National office will create the Kit Definition.
If a standard Kit Definition that is created by National is incorrect, please don't attempt to update it yourself, instead contact the National Office at [email protected].
Modified Kit Definitions: These Kit Definitions are kind of like alterations to a Standard Kit Definition.
Similar to ordering a sandwich but asking for it to be toasted with extra cheese (and hold the gherkins), a Modified Kit builds on top of an existing Standard Kit.
This means that when defining the Modified Kit you select the parent Kit and then for any additions or subtractions, update the quantities.
If the parent Kit is updated (say they add extra bandages) and the Modified Kit hasn't overridden the quantity, then the new value will be represented in the Modified Kit.
Custom Kit Definitions: These Kit Definitions don't relate to any product or standard offering.
Some customers might have very specific needs and want St John to provide them with a completely custom kit built from the bag up.
These Kit Definitions can be created and used with Assets so that when they get Serviced, the Restockist knows exactly what should be in the bag.
Controlling Kit Definition Access
All of these Custom and Modified Kits would create chaos during a Service. Imagine having a list of 1000 kits to sort through when trying to find an item.
In order to control this chaos there are three different kinds of access levels.
All Region 'Is Standard' Kits: These Kit Definitions will have no Region value and be marked as 'Is Standard'.
All Region Standard Kits are created by the National Office for the standard products sold by the NPSU and are available to all customers in all regions.
Region Specific 'Is Standard' Kits: These Kit Definitions have a Region value (such as ACT or SA) and be marked as 'Is Standard'.
Regional Standard Kits are created at a State or Territory level and may be Modified or Custom Kits. They are available to all customers belonging to that region.
Region Specific Non-Standard Kits (Account Kits): These Kit Definitions have a Region value (such as NT or QLD) and the 'Is Standard' checkbox will be empty.
Regional Non-Standard Kits are also known as 'Account Kits'. In order for a customer to have these definitions appear in the 'Other Kit' list during a service they must be granted access via a special 'Account Kit' record.
The 'Account Kit' record links an Account to a Kit Definition. This allows a State or Territory to create things like an industry specific custom kit (from the ground up) and sell it to multiple Accounts in their region.
What is a Kit Item?
A Kit Item is an individual product that belongs in a Kit. Items have 2 key pieces of information: the Product and the Quantity.
The Product is the Product record that defines what the Item is (e.g. Bandage 2.5cmx2.5cm).
The Quantity is the amount of the Item that the full Kit should contain (e.g. 6).
So with the two examples of 'Bandage' and '6' we would be saying 'This Kit contains 6 Bandages'.
How to Create a Kit Definition
Kits for Nationally sourced products (from the NPSU) are managed by the National office. If you have a nationally sourced product that's missing a Kit Definition please contact [email protected]
Modified and Custom Kits can be created by users in a State or Territory using the instructions below.
Note: If you are unable to locate the Kit Definitions tab or the 'New' button, you may not have permission to manage and create Kit Definitions.
How to Create a Modified Kit Definition
Step 1
To create a Modified Kit Definition navigate to the 'Kit Definitions' tab using the top navigation bar and then select 'New':
The New Kit Definition Dialog will open:
Name the new Kit Definition and select the Parent Kit Definition (most commonly the Standard Definition for a kit sourced by the NPSU).
Select 'Is Standard' if this Kit Definition should be available to all Accounts in your region.
Once happy, select 'Save' to continue to the next step.
Step 2
The Kit Definition record page will show some details about the Kit Definition and a section labeled 'Kit Items'.
This 'Kit Items' section shows the items in the Parent Kit Definition (shown here with a limited number of items for demonstration purposes).
It also shows the quantity in the Parent Kit, the modified quantities and a product selector.
To change a quantity in the table, simply select the row and use the pencil icon to update the quantity.
To add a new Product, search using the 'Search Products' bar, select a quantity and select 'Add to Kit'.
To remove an added item, simply change the 'Modified Quantity' to 0.
NOTE: When creating a Kit Definition it's critical that you ensure the Product you are adding is available in your State's Price Book. If the Product does not exist in the Price Book it may not appear in the list of items during a Service or worse - throw an error.
How to Create a Kit Definition from Scratch
Creating a Kit Definition from scratch follows the same process as creating a Modified Kit Definition, however instead of selecting a parent 'Kit Definition', leave the field blank. This will give you an empty Kit Definition to build from.
How to Assign a Custom Kit to an Account
If the Kit Definition does not have 'Is Standard' checked, then it will only be available to Accounts that have been granted access via an 'Account Kit' record.
When 'Is Standard' is unchecked, the Account Kits list will appear at the bottom of the Kit Definition record page:
Select 'New' on this list to create an Account Kit linking record.
The dialog box will ask for you to choose the Account to grant access and require you to check the 'Active' checkbox.
Once this is done you may select 'Save' to grant the Account access to the Kit.