Use Reference List to maintain product reference records, including serial number, manufacturer, delivery, warranty, customer, supplier, and market information. Sales, purchasing, warehouse, project, and finance users can use these records when they need a single reference for a delivered or managed product. Complete the record when the relevant product, order, and customer details are available.
Workflow
Open Data > Reference List and open a new Reference List record.
Reference List
Identify the product reference. Enter Serial Number, then complete Manufacturer, Year of manufacturing, Category, Model name, and Application as applicable.
Record the delivery and warranty details. Enter Product delivery date, Warranty period, and Warranty end date.
Note: Enter the delivery and warranty information consistently so that the reference record remains useful when reviewing product coverage.
Associate the reference with the commercial parties and orders. Complete Vendor, Client, End User, Client Order No., and Vendor Order No..
Classify the record for reporting and analysis. Select or enter Market Segment and Country.
Decide whether to continue editing or finish the record:
Select Save to retain the information and keep the Reference List record open for further review or changes.
Select Save and Close to retain the information and close the record.
Use Attach when you need to add supporting material to the record. Use Tickets to access ticket-related work from the Reference List record when required.
Examples
A sales representative records a delivered industrial pump for a client:
Open a new Reference List record from Data > Reference List.
Enter the product identity:
Serial Number: PUMP-2026-00481
Manufacturer: Northstar Pumps
Year of manufacturing: 2026
Category: Industrial Pump
Model name: NPX-500
Application: Water Transfer
Enter delivery and warranty details:
Product delivery date: 15 June 2026
Warranty period: 24 months
Warranty end date: 14 June 2028
Enter the commercial references:
Vendor: Northstar Pumps
Client: Blue River Utilities
End User: Blue River Treatment Plant
Client Order No.: BRU-PO-1842
Vendor Order No.: NSP-SO-77109
Complete the classification:
Market Segment: Utilities
Country: United Kingdom
Select Save and Close to store the completed reference and return to the Reference List.
Tips
Tip: Use the same serial-number format used on the physical product and related order documents. This makes the Reference List record easier to locate later.
Tip: Record both the client and end user when they are different organizations. This preserves the commercial relationship and the actual product user in the same reference.
Troubleshooting
Symptom
Likely cause
Fix
Changes are not retained after leaving the form.
The record was not saved.
Select Save before continuing work, or select Save and Close when the record is complete.
The record needs additional information after it has been saved.
Some product, warranty, or order details were unavailable when the record was created.
Open the Reference List record, update the relevant fields, and select Save.
A supporting document needs to be kept with the product reference.
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