You can add a new product using the Add Product shortcuts menu or go to Inventory | Products | Add Product.
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.
- 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.
- 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.
- Unit Of Measure: This is the unit 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 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.
- 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 abd 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
If you are connected to your Accounting Provider, the following fields are displayed:
- 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.
- 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.
- 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. For more information about adding attribute sets and attributes, see Attribute Sets.
This section will display if International Commerce Codes is enabled. Click here for additional information on these fields.
The following summary information is available on the Details tab:
- Can Assemble is for assembled products only
- 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.
- Sellable: You can prevent products from being added to sales quotes/sales orders by disabling the toggle.
Weight/Height/Width/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.
Cubic Total: Total volume of the product (includes width, height and depth).
The Inventory tab allows you to set min/max alert levels and bin locations per warehouse or globally.
- Min Stock Alert Level - These are the minimum stock levels that you would like to set. By default, the value is empty. The screenshot demonstrates this set to Per Warehouse, but you can also select it at a global level. When set at a Global Level, you only have one minimum stock level for all warehouses.
- Max Stock Alert Level - These are the maximum stock levels that you would like to set. By default, the value is empty. The screenshot demonstrates this set to Per Warehouse, but you can also select it at a global level. When set at a Global Level, you only have one maximum stock level for all warehouses.
- Bin Location - Displays the bin location for the specified product, either at a global level or per warehouse.
Min & Max Stock Alert Level: These are the minimum and maximum stock levels that you would like to set. By default, the value is empty..
Default Purchase Price: The default purchase price for a purchase order. You can change the value if required.
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.
Minimum Order Quantity: The minimum purchase order quantity you want to set for this product.
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: Currently defaults to the Product's unit of measure (if any)
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)
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.
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.
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.
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, as illustrated below:
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.
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.
Average Land Cost: The average landed price is a calculated field. It is the result of total stock value divided by stock on hand.
Last Cost: The Last Cost field is also a calculated field and is updated based on the last recosted and completed purchase order.
Default Purchase Price: The default purchase price is the price that will be defaulted when you enter this product on a purchase order. You can change this value for different suppliers on the Purchase tab if required.
Minimum Sale Quantity: The minimum purchase order quantity you want to set for this product.
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
Mark-up From: It is the Base Cost to calculate your mark-up on your selected cost:
- None - No value
- 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.
The image details the options available on the Sale | Quantity Prices tab:
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. The value will be applied only for this customer.
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 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.
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
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).
The References tab is available for the following pages. It displays open transactions where the product is referenced and therefore cannot be deleted.
- Stock Take
- Stock Adjustments
- Bill of Materials
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.
The Attachments tab enables you to attach multiple files to products. We currently support uploading of the following file types:
gif, png, jpg, jpeg, pdf, csv, doc, docx.
You can choose a locally saved file and upload it to your Unleashed account by dragging and dropping it onto the Attachments tab. After the attachment is uploaded, you can view it when there is an Attachment column on a page. These pages currently show attachments:
- View Products
- Sales Order
- Purchase Order Entry
- Bill of Materials (BOM)
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:
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: