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Page Contents:

Tips for naming products

Adding a product

Details tab

Inventory tab

Purchase tab

Sale tab

Transactions tab

References tab

Production tab

Costs tab

Attachments tab

Serial and Batch Numbers tab

Tips for naming products

The following is a list of tips to help you have a consistent and organized approach when naming Products:

  • Ensure that each product code is unique. 
  • Avoid using spaces in product codes (spaces are used to separate values in searches)
  • Ensure that each product has a meaningful code, this could be something related to the Product itself, a mix of alphanumeric is good, and you can always use other basic symbols such as - or _.
    Try to avoid using '0'or '00' at the beginning of your Product Codes as this is an alphanumeric field, not a number, so won't necessarily be sequenced.
  • If you have a series of similar products, think about using variants of the same Product Code.

Adding a product

If you want to add multiple products, it is often quicker and easier to import using the CSV template. For more information, see Importing Products.
  1. Go to Inventory | Products | Add Product
  2. The following tabs are displayed:

Details tab

  • Product Code / Product Description: The product code and description. The Product Code has to be unique per product. The product description allows for up to 500 characters. Special characters are permitted.
  • Barcode: You can enter a barcode number in this field. The barcode will not be printed anywhere; this is solely so you can record this number. For more information on using Barcode scanners, see Using Barcode scanners in Unleashed tutorial
  • Product Group: This is the product group that the product belongs to. You can report on these so it is important to group your products into relevant groups. For more information, see Product Groups
  • Default Label Template: You can leave these as the Unleashed Default template or select your custom templates for your Product labels, Sales Order labels and Purchase Order labels.
  • Default Label Quantity: Choose your default label quantities:
    • The Product Label quantity defaults to a single label but can be changed when using the Product "Print Label" function
    • The Sales Order and Purchase Order templates have the following options:
      • Order quantity (default) - this will print a label based on the quantity ordered
      • Per Batch - print a label for each batch selected
      • Per Pack - base the number of labels on the pack size of the product
      • Single
  • Reminder:  This reminder will display each time this product is added to Sales Quotes, Sales Orders and Purchase Orders. It won't be displayed when transactions are created via bulk actions or when they are cloned.

If you are connected to your Accounting Provider, the following fields are displayed:

  • Sales Account: If you want to track Sales by Product then you can set the required Sales Account for this product. This will override the customer and default sales account.
  • Cost of Goods Sold Accounts: Select what cost of sales account should be used in any sales journals for the product. This enables you to view a defined breakdown of costs in your accounting system.  

Attributes 

  • You can record product data in the form of attributes belonging to attribute sets. If you have assigned a default attribute set for the product group, the corresponding details will be displayed. If you want to associate the product with a different attribute set, select the required value from the Attribute Set drop-down list. Please note, you can only assign one attribute set per product. For more information about adding attribute sets and attributes, see Attribute Sets.

International Commerce Attributes 

This section will display if International Commerce Codes is enabled. Click International Commerce Codes for additional information on these fields.

Units of Measure

These are the units that you will be measuring this product in such as Each, Kg, Cm etc. You can set these up under Settings | System | Units of Measure.

NB:  The base unit of measure can remain blank (null), however, once you assign a unit of measure to a product, you cannot clear the unit back to null.  You can create a unit of measure called "None" or "N/A" and assign that unit to the Product as a workaround instead.

The base unit cannot be changed once transactions exist with that unit, or if the unit is used in defaults or pricing.

Click on multiple units of measure for the detail.

Each unit of measure can have a corresponding set of dimensions:

Pack Size: The pack size should only be used if you buy and sell at a set quantity. It will warn you to only purchasing in multiples of that quantity i.e. packs of 10, 100 etc.
Weight/Width/Height/Depth: If you have this information, you can enter it here, to be used when working out the dimensions and weight of an order. The weight and other measurements can be displayed in either an imperial or metric standard. You can change this in your Company Settings.

Note:  Updating or adding dimensions to a unit of measure will not retrospectively update existing open orders.  If you want to apply the new dimensions to a product line in an open order, delete the order line and re-add it.

Cubic Total: Total volume of the product (auto calculated using width, height and depth).

 

Product overview

  •  The following summary information is available on the Details tab:

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  • Can Assemble is for assembled products only

Type 

  • Never Diminishing: If this product will never have a stock on hand and you still wish to charge for it e.g. Freight, Labor etc. you can select this attribute. For more information, see Never diminishing products.
  • Assembled & Component Product: These options are available only if you have the Production module enabled. The Can Auto-Assemble function can be accessed via the Add Bill of Materials page.
    • Assembled Product - Products that can be assembled from other products.
    • Component Product - Products that are used in Bill of Materials to assemble other products.
  • Obsolete: Products marked 'Obsolete' are not displayed in search results. 
  • Serialized: You can tag each product as 'Serialized', and attach serial numbers. If the Never Diminishing or Batch Tracked options are enabled, then the Serialized option is disabled. If a new or existing product is tagged as 'Serialized', then the quantity and pack size of the product must be a whole number. Do not use decimal values, i.e., 1.4, 5.7 etc.
  • Batch Tracked: You can tag each product as 'Batch Tracked', and attach batch numbers. When you enable the Batch Tracking feature on a product, the Serialized and Never Diminishing options are disabled. 
Please note - you cannot disable Batch Tracking or Serialized Products setting once this has been enabled in your Company's Configuration settings. However, you can disable the Batch or Serialized toggle on product level, as long as the required product has no stock on hand in Unleashed and isn't on any open transactions.
  • Sellable: this toggle must be on if you're selling the product. You can mark products as unsellable and prevent these from being added to sales quotes/sales orders/credits and free credits by disabling the toggle.

Inventory tab

The Inventory tab allows you to see Stock availability and to set min/max alert levels per warehouse or globally.

  • Warehouse:  The Warehouse where the product is located.
  • Bin Location:  Set the bin location for the specified product, either at a global level or per warehouse. The Bin Location field will also print on packing slips and stock takes.
  • Min Stock Level:  Set the minimum stock levels for the product. By default, the value is empty. When set at a Global Level, you only have one minimum stock level for all warehouses.  This value is used in the Reorder Report to calculate replenishment quantities if necessary.
  • Max Stock Level:  Set the maximum stock levels that you would like to hold for the product. By default, the value is empty. When set at a Global Level, you only have one maximum stock level for all warehouses.  This value is used in the Reorder Report to calculate replenishment quantities if necessary.
  • Available Qty:  The quantity of stock not assigned to sales orders
  • On Purchase:  The number of this product currently on non-complete purchase orders
  • Stock On Hand:  The value of the stock currently on hand (not shipped)
  • Alert:  Indicates if a product has fallen below minimum or above maximum stock level
    • Low if (On Purchase + On Assembly + Available) < Min Stock and Min Stock is not 0
    • High if (On Purchase + On Assembly + Available) > Max Stock and Max Stock is not 0
  • Stock Value:  The value of stock on hand for this product

Min & Max Stock Alert Level with the Reorder Report

Min Stock Level is used to specify how much available Stock on Hand should be kept in the warehouse.
Both the Min and Max Stock Level are used to work out how much to reorder to restore the warehouse to the minimum level or maximum level of stock.
If there is no Max Stock Level, the suggested reorder quantity will be the quantity to meet the Min Stock Level.
If a Max Stock Level is specified, then we suggest a reorder quantity to match the Max Stock Level instead.
Note: Calculations are only performed if a Min Stock Level is specified (no Minimum specified is like specifying a zero level)
If neither the Min or Max Stock Levels are specified, the reorder quantity will be calculated based on stock allocated (less any quantities on purchase orders plus the current Stock on Hand).

Quick Transfers

On this tab showing the Stock Levels per warehouse, you can also do a quick warehouse transfer for this product, just click on the [Quick Transfer] button, select the Source and Destination warehouse, update the quantity (the default will always be 1 unit), and click on Transfer.

If your product also has serial or batch tracking you can select from the batch or serial number(s) available for the item(s) you transfer.

PLEASE NOTE: This is a Quick Warehouse transfer action, it will create a single transaction for a product and will set the transaction to a Completed status so you cannot add additional products or comments to these quick transfer transactions. If you need to transfer more products and want to add comments it is best to use the traditional adding a Warehouse Transfer action. 

 

Purchase tab

Default Purchase Price: The default purchase price for a purchase order. You can change the value if required.
Minimum Order Quantity: The minimum purchase order quantity you want to set for this product (this will display as a warning if you select a lesser quantity on a Purchase Order)
Default Purchasing Unit: Select the unit of measure to use as the default purchasing unit (Supplier's default units will take precedence) 
Purchase Tax Rate: This should only be set if you want this to override every other tax rate. If you leave it blank then it will use the supplier's or default tax rate instead. Tax rates for the Product will always override the Supplier/Customer tax rate.
Nominal Cost:  Add a nominal cost to the product for use in Sales Quotes where your average landed cost or last cost are not accurate or not yet established.
Average Land Cost:  Displays the average landed cost which is calculated as total stock value divided by stock on hand.
Last Cost:  Displays the Last Cost which is calculated based on the last recosted and completed purchase order.

Suppliers:

Add the Supplier(s) of this product.  The Supplier must be a valid Supplier from your Supplier List.

Supplier Code: This is the code you have assigned to the supplier of the product.
Supplier Name: This is the name of the supplier of the product.
Supplier Product Code: This is the supplier's product code if it is different to your code. This also prints on the purchase order.
Supplier Product Description: This is the Supplier's product description. This will also appear on your purchase order.
Purchase Price: The Supplier's Purchase Price and can be selected to override the product purchase price.
Min. Order Quantity: The minimum number of products that the Supplier will accept orders for
Unit of Measure:  The Unit of Measure you typically purchase in from this Supplier (will be used as the default when creating purchase orders for this Supplier
Supplier Currency: The currency used for the Supplier transactions
Lead Time (days):  The number of days it takes for this Supplier to deliver this product (this will default to the Supplier Delivery Lead Time if supplied, but can be updated for individual products)

Quantity Prices:

Once you have added a Supplier of the product to the Supplier tab, you will be able to add their quantity price breaks under the Purchase | Quantity Prices tab.

Please Note:  You need to add the Supplier to the Product before you can add their quantity prices (Product | Purchase | Supplier).  

Below is an example of Quantity Pricing for the product code CHAIR offered by Supplier ABC Importers.
If 1 to 4 of product CHAIR are purchased, the purchase price per unit will be 475.00 (default purchase price).
If 5 to 24 of product CHAIR are purchased, the purchase price per unit will be 465.00 (the fixed price when a minimum of 5 CHAIR are purchased, up to 24 CHAIR since there is a new price when you purchase 25 CHAIR units)
If 25 + of product CHAIR are purchased, the purchase price per unit will be 425.00

 

Complete the following details as required:

Supplier Code: This is the code you have assigned to the supplier of the product.  Note that you cannot add product Suppliers from the Quantity Prices tab. They need to be added as a product's Supplier under the Product | Purchase | Supplier tab first.
Supplier Name: This is the name of the supplier of the product and will be auto populated.
Unit of Measure:  The Unit of Measure applicable for the quantity pricing for this Supplier.
Min. Quantity: Enter the minimum number of units you need to purchase to attract the reduced pricing or discount.
Price / Discount %: Enter the actual fixed price or the discount (e.g. 465 as the fixed price, or the value of 20 for a 20% discount).
Price Type: Select either "Fixed price" or "Discount %".
Default Price: This is auto populated if it exists.  It is the default price from the Supplier or the Product details (if a Supplier default price is recorded, it will override the Product's default purchase price).
Unit of Measure: Currently defaults to the Product's unit of measure (if any)
Comments: Place any appropriate comments here.

Click Add

Returning to the Suppliers tab you will see a blue information icon to the left of the Purchase Price if a Supplier has quantity pricing.

Sale tab

Default Sell Price: The default sell price for a sales order. This can be overridden and will only be used if the customer does not belong to a price tier.
Minimum Sell Price: The minimum sell price the product can be sold for. This is not applicable for quantity prices or customer prices.
Minimum Sale Quantity: The minimum purchase order quantity you want to set for this product.  Note: This will be displayed as a warning if you select a lesser quantity on a Sales Order. 
Sale Tax Rate: This should only be set if you want this to override every other tax rate. If you leave it blank then it will use the customer's or default tax rate instead.
Nominal Cost:  Displays a nominal cost used in Sales Quotes.
Average Land Cost:  Displays the average landed cost which is calculated as total stock value divided by stock on hand.
Last Cost:  Displays the Last Cost which is calculated based on the last recosted and completed purchase order, or the last completed assembly.
Default Purchase Price:  Displays the default purchase price used when this product is added to a purchase order. You can change this value for different suppliers on the Purchase tab if required.

Sell Price Tiers:

The following mark-up related functions allow you to set mark-ups and update at product level. Click Apply Markup Price to set your new sell price based on the markup you have entered.
 
Sell Price Tier 1-10: A customer can belong to any price tier so depending on who the customer is the prices in these tiers will be used. If it is set to 0 then the default will be used instead.
Margin%: Displays a calculated percentage number based between the Sell Price and Average Landed Cost. The formula to work this out is as follows: 
Sell price - Average Landed Costs / Sell Price x 100  
If there is no Average Landed Cost then the last cost is used in the formula instead.

Mark-up From: It is the Base Cost to calculate your mark-up on your selected cost:

  • None - No value
  • Nominal Cost
  • Average Land Cost
  • Last Cost
  • Default Purchase Price
  • Default Sell Price
Markup%: Enter the percentage number you want the mark-up to be.
Markup Price: Is in read-only format. Numeric number based on your mark up settings.
Apply All Markup Prices: Updates all the prices based on the mark-ups entered.
Apply Markup Price: Updates the price of the specified product based on the mark-up entered.

Quantity Prices:

Complete the following details as required:

Min Quantity: If you want to specify a minimum quantity, type the required value.
Valid From: Date the price/discount will be applied from.
Valid To: Date up to which the price/discount will be applicable.
Enter the Price / Discount details.
Select the Price Type from the drop-down list:
  • Fixed price: If you want to offer a fixed price discount.
  • Discount %: If you want to offer a discount percentage. You can enter any number between 1 to 100 only. 
Add Comments for reference.
Click Add
Click Import if you want to bulk import the product pricing details for multiple products.
To export product prices for the current product, click Export.
To export product prices for all products, go to Inventory | Products | Import/Export, and click Export | Product Pricing.

Quantity Discounts Tutorial

 

Transactions tab

The Transactions tab displays all completed transactions related to the specified product. You can see the running total of the product on the right-hand side.

Value: This is the cost of the transaction, which is the change in stock value that the transaction represents. For example, if assets have been sold from a business, then we'd see a negative value, i.e. -100.00. If assets have been credited to a business, then we'd see a positive value, i.e. 100.00. The value is calculated on the average landed cost. For example, a chocolate bar has an average landed cost of 1.00, a sales goes through for a number of 5 at 2.00 each, we then see in the report -5.00

Quantity: This refers to the number of stock in the transaction.
Running Total: Displays the running total of the product within a specified warehouse that the transaction is for. For example, if you have warehouse A with 100 jelly beans, and warehouse B with 0 jelly beans, and you create a purchase order for 10 jelly beans in warehouse A. Then your running total for warehouse A is 110. This is the same regardless of transaction type (purchase order, sales order etc).

Accepted and cancelled quotes are not shown on the Transactions tab as they do not impact stock on hand. Use Quote Enquiry to view accepted and cancelled quotes.

References tab

The References tab displays open transactions where the product is referenced and therefore cannot be deleted. 

  • Sales
  • Purchases
  • Quotes
  • Credits
  • StockTake
  • Stock Adjustments

Production tab

The Production Tab will display any Bills Of Materials (BOM) that the selected product is referenced on, either as a Component or as the Assembled Product.

To review the Bill of Material that is used to Assemble this product, refer to the information banner titled "Assembled Product". A link to this BOM will be provided here for easy access.

To identify the BOMs where the selected product is a Component, simply review the "Bills of Material including this Product as a Component" Grid.

This grid will provide quick-links to BOMs and Assembled products that the selected product is an ingredient for alongside the following information:

  • Bill Number
  • Assembled Product Code
  • Assembled Product Description
  • Can Auto Assemble
  • Can Auto Disassemble
  • Obsolete
  • Quantity

Obsolete BOMs will not be displayed by default, however if you would like these included in the grid simply check the "Show Obsolete" checkbox.

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Costs tab

Average Land Cost: This field is disabled because it is an auto-calculated field, calculated as stock value divided by stock on hand.
Last Cost: Auto-calculated field and is the cost from the latest purchase order.
The Costs tab displays all costs related to the specified product. It is a costing analysis report that shows how each transaction (purchase order, supplier return, credit, and stock revaluation), has impacted the average landed cost over time. If there is 0 stock on hand for a product, there is no average cost. If you have had stock previously for a product, but now have 0 stock on hand, the average cost will start from the next purchase order.

Attachments tab

The Attachments tab enables you to attach multiple files to products.

Click on File Library for more information on file attachments.

 

Serial and Batch Numbers tab

If your product is serialized, a "Serial Numbers" tab will be available and list all the available serial numbers across your warehouses. You can filter the list by warehouse, by status and also search for a specific serial number.  Clicking on a serial number will provide a list of transactions for that number:

Screen Shot 2023-08-25 at 2.54.34 PM.png

If your product is batch tracked, a "Batch Numbers" tab will be available and list all the available batch numbers across your warehouses.  You can filter the list by warehouse, by status, by expiry dates and also search for a specific batch number.  Clicking on the batch number will provide a list of transactions for that batch:

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