> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/guides/items-and-inventory/item_marketing_notes.md).
# Item Marketing Notes
Store marketing notes on item cards for sales context and customer-facing information.
With Bevica you can easily manage marketing and press notes for each item. Notes are unlimited free text that can be used for tasting notes, technical details, recipe details. These can be viewed from within Bevica to answer a customer's query, printed on Item Sales documents as part of a sales proposal or tasting sheet, or exported to be used on your website. This document will help you understand how to create and use them against items.
{% hint style="warning" %}
**Prerequisites**
Ability to set up and create items.
Ability to create or amend Custom Report Layouts.
{% endhint %}
### Marketing Group Codes and Item Press Codes
Marketing Group Codes and Item Press Codes are the different types of marketing information that can be set against your item. These codes are user-defined (i.e., Tasting, Food Matching, Awards, Production information, etc.). These codes can be assigned against items with notes.
To create Marketing Group Codes or Item Press Codes, this is what you need to do:
{% stepper %}
{% step %}
### Open Marketing Group Codes/Press Codes
Search for **Marketing Group Codes/Press Codes** or in the **Bevica Setup** page, you can access it under **Related > Item Marketing > Marketing Group Codes** or **Item Press Codes**.
{% endstep %}
{% step %}
### Create a new code
Click **New** to create a new code.
{% endstep %}
{% endstepper %}
To delete one of the Marketing Product Codes or Item Press Codes, select one of the codes, **right click and choose Delete** or in the Actions Bar, go to **Manage > Delete**.
### Marketing Content Records and Item Press Records
You can assign multiple marketing codes against an item. After you have accessed the Item List, this is what you should do:
{% stepper %}
{% step %}
### Open the item card
{% endstep %}
{% step %}
### Open marketing or press content
Click on **Item > Marketing Content** or **Item Press**.
{% endstep %}
{% step %}
### Choose the marketing/press code
Fill in the **Marketing Group Code/Item Press Code**.
The existing list will come up on lookup.
If you need to check all the Marketing Group codes/Item Press Codes, you need to click on **‘Select from full list’**.
If you need to create a new one, you can do so by clicking **'New'** or by creating them as described above.
{% endstep %}
{% step %}
### Complete the header fields
Fill in the **Date, Salesperson Code** and a **Description**.
{% endstep %}
{% step %}
### Enter the note text
To be able to add notes against this marketing group code/item press code, you will have to click in the **‘No’** field.
Enter the text you want and then click on **OK**.
{% endstep %}
{% endstepper %}
### Import/Export Item Marketing and Press details with Notes
Sometimes it is easier to update Item Press or Item Marketing records in bulk. Bevica lets you do this via a formatted XML file.
The import routines type can be used for initial system data migration, or if you have managed a large number of items outside Bevica.
The export routines can be used to prepare data for export into another system.
To run these routines:
{% stepper %}
{% step %}
### Open Content Import/Export
Search for **Bevica Setup**.
Click on **Actions > Content Import/Export**.
{% endstep %}
{% step %}
### Run an export (optional filters)
If you click in one of the Export functions (Item Marketing Export/Item Press Export), optionally filter by Item No. and/or Marketing/Press Code and click OK.
The file will download onto your machine.
**Note that in the Item Marketing Export routine you filter by item using the 'Rec ID Value' field.**
{% endstep %}
{% step %}
### Open the XML in Excel
The file will be downloaded as an .XML file.
Open Excel and select to open this file.
{% endstep %}
{% step %}
### Import as an XML table
Select to Open as an XML table.
Say ok to the message 'The Specified XML doesn't refer to a schema'.
{% endstep %}
{% step %}
### Edit and re-import
You can edit the same file.
**Save the file as XML data (.xml)** and after you save your changes, you can upload the XML file by using the Import function in Bevica Setup (Actions, Content Import/Export and then either Item Press Import or Item Marketing Import).
{% endstep %}
{% endstepper %}
If the file exported looks like this, i.e., a single record,
the file isn't in the correct format to amend and import back into Bevica. You should amend your filters to export a file with more than one line so that it looks like this. Or manually add two item marketing or item press content records to an item if there are no existing records. You can then amend the file, add new lines, etc., and import it back in.
{% hint style="warning" %}
**Item Press Content**: you must populate both the **Item No.** and **Press Code** on the **Item Press Content** import file. If these are not populated, the file will error when imported.
{% endhint %}
---
# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.
## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.
Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:
```
GET https://kb.bevica.com/documentation/guides/items-and-inventory/item_marketing_notes.md?ask=&goal=
```
`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.
Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.
