Window GROUPS AND SUBGROUPS

GENERAL DESCRIPTION

The window Groups and Subgroups is the administration module for the inventory classification structure in Kardex Tauro. This window allows you to create, edit, and delete the hierarchical categories that will organize the inventory products, facilitating the search, analysis, and management of the catalog.

The window is made up of two independent but related tabs:

  • Groups Tab: Manages the main first-level categories.
  • Subgroups Tab: Manages the specific subdivisions within each group.

⚠️ ADMINISTRATION WINDOW: This window is exclusively for managing the classification structure. The assignment of groups and subgroups to individual products is done in the product creation/editing window ("General" Tab).

WINDOW INTERFACE

The window is organized into two main tabs, each with its own list and action buttons:

GROUPS Tab

Central Zone - Group List:

Table that shows all the groups created in the system:

  • Group code: Unique group identifier.
  • Group name: Description or category of the group.

Bottom Zone - Action Buttons:

Three buttons to manage the groups:

  • Button "Create group": Opens the creation window to add a new group.
  • Button "Edit": Allows modifying the code or name of the selected group.
  • Button "Delete": Removes the selected group from the system.

SUBGROUPS Tab

Central Zone - Subgroup List:

Table that shows all the subgroups created in the system:

  • Subgroup code: Unique subgroup identifier.
  • Subgroup name: Specific description or category.

Bottom Zone - Action Buttons:

Three buttons to manage the subgroups:

  • Button "Create subgroup": Opens the creation window to add a new subgroup.
  • Button "Edit": Allows modifying the code or name of the selected subgroup.
  • Button "Delete": Removes the selected subgroup from the system.

BASIC OPERATIONS

3.1 Create a Group

Step-by-step process:

  1. Make sure you are in the Groups Tab.
  2. Click the button "Create group" at the bottom.
  3. A small window with two fields will open:
    • Group code: Enter a unique identifier (e.g. "ELEC", "ABAR", "LIC").
    • Group name: Enter the category description (e.g. "Electronics", "Groceries", "Liquors").
  4. Complete both fields.
  5. Click on "Accept" or "Save" to create the group.
  6. The new group will appear immediately in the list.

System validations:

  • The group code must be unique (it cannot be repeated).
  • Both fields (code and name) are mandatory.
  • Invalid special characters are not allowed.

Create a Subgroup

Step-by-step process:

  1. Make sure you are in the Subgroups Tab.
  2. Click the button "Create subgroup" at the bottom.
  3. A small window with two fields will open:
    • Subgroup code: Enter a unique identifier (e.g. "CEL", "LAP", "TAB").
    • Subgroup name: Enter the specific description (e.g. "Cell Phones", "Laptops", "Tablets").
  4. Complete both fields.
  5. Click on "Accept" or "Save" to create the subgroup.
  6. The new subgroup will appear immediately in the list.

System validations:

  • The subgroup code must be unique.
  • Both fields are required.
  • Invalid special characters are not allowed.

Edit a Group or Subgroup

Process to edit a group:

  1. In the Groups Tab, select the group you want to modify by clicking on it.
  2. Click the button "Edit".
  3. The window will open with the current data of the group.
  4. Modify the code or the name as necessary.
  5. Click on "Accept" or "Save" to apply the changes.
  6. The list will be updated with the new information.

Process to edit a subgroup:

  1. In the Subgroups Tab, select the subgroup you want to modify.
  2. Click the button "Edit".
  3. Modify the necessary fields in the pop-up window.
  4. Confirm the changes.

Considerations when editing:

  • The products already assigned to the group/subgroup will keep their classification.
  • If you change the code, the products will remain associated but with the new code.
  • If you change the name, the change will be reflected immediately in all the reports.

Delete a Group or Subgroup

Process to delete:

  1. Select the group or subgroup you want to delete.
  2. Click the button "Delete".
  3. The system will show a confirmation message.
  4. Confirm the deletion.

Validations and restrictions:

⚠️ IMPORTANT RESTRICTIONS:

  • A group cannot be deleted if it has assigned products: The system will block the deletion and will show a message indicating how many products are using that group.
  • A group cannot be deleted if it contains subgroups: You must first delete or reassign all the subgroups of the group.
  • A subgroup cannot be deleted if it has assigned products: The system will block the deletion.

Solution for deleting groups/subgroups in use:

  1. Identify all the products assigned to the group/subgroup.
  2. Reassign those products to another group/subgroup (from the product editing window).
  3. Once there are no assigned products, proceed with the deletion.

BUSINESS CONTEXT: MERCHANDISE CATALOGING

The classification of products through groups and subgroups is a fundamental practice in modern inventory management, implemented by companies of all sizes and sectors. Kardex Tauro facilitates this practice through a simple but powerful hierarchical structure.

What is Goods Cataloging?

Cataloging is the process of organizing the products of an inventory into logical categories based on common characteristics. This organization allows:

  • Group similar products.
  • Facilitate search and location.
  • Enable segmented analysis.
  • Optimize commercial and operational management.

Two-Level Hierarchical Structure

Kardex Tauro implements a structure of two levels of classification:

Level 1 - Groups (Main Categories):

  • They represent the business lines or broad product families.
  • They usually correspond to departments, sections, or areas of the company.
  • Examples: "Electronics", "Clothing", "Food", "Tools".

Level 2 - Subgroups (Specific Subcategories):

  • They represent subdivisions within each group.
  • They allow greater detail and specificity.
  • Examples within "Electronics": "Cell Phones", "Laptops", "Audio", "Video".

The Concept of "SKU Family" (Product Family)

In international inventory terminology, the groups and subgroups of Kardex Tauro correspond to the concept of SKU Family or Product Family:

  • SKU (Stock Keeping Unit): Each individual product with its unique code.
  • Subgroup: The specific category to which the SKU belongs.
  • Group: The broad family that contains multiple subgroups.

Merchandise cataloging follows internationally recognized standards:

UNSPSC (United Nations Standard Products and Services Code):

  • United Nations classification system for products and services.
  • Four-level structure: Segment → Family → Class → Commodity.
  • Kardex Tauro simplifies this to two levels (Group → Subgroup) for greater practicality.

eCl@ss:

  • International standard for classification of products and services.
  • Widely used in e-commerce and B2B.
  • Based on a hierarchical structure similar to groups/subgroups.

GS1 Global Product Classification (GPC):

  • GS1 standard for global product classification.
  • Used by large retail chains and distributors.
  • Four-level structure: Segment → Family → Class → Brick.

Kardex Tauro adopts the principles of these standards but simplifies them to make them accessible and practical for companies of all sizes.

BENEFITS OF USING GROUPS AND SUBGROUPS

Implementing a classification structure in Kardex Tauro generates measurable benefits in multiple areas of the business:

Efficient Organization and Navigation

Quick search:

  • Locating products by category instead of searching one by one.
  • Reducing query times in large inventories (hundreds or thousands of products).
  • Facilitating the training of new employees.

Logical navigation:

  • A structure that reflects the physical or commercial organization of the business.
  • Allows "navigating" the inventory intuitively.
  • Reduces the dependence on memorizing specific codes.

Advanced Commercial Analysis

Segmented reports:

  • Sales by group or subgroup (which business lines are the most profitable?).
  • Inventory turnover by category (which products move the most?).
  • Margin analysis by product family.

Strategic decision making:

  • Identifying categories in growth or decline.
  • Detecting expansion or discontinuation opportunities.
  • Optimizing the product portfolio based on real data.

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