Products are the foundation of your inventory system, representing all the items and services you buy, sell, assemble, or track. Before you can manage stock levels, create transactions, or generate reports, you must first add products to your account. Each product requires a unique Product Code and can be configured with detailed specifications including pricing, suppliers, units of measure, stock tracking options, and much more.

This comprehensive guide covers everything you need to know about creating and managing your products, from basic setup to advanced configurations like serialization, batch tracking, and bill of materials.

Before you can add stock on hand (SOH) for a product to your account or allocate it to a transaction, the item or service must first be added as a product in your account. You can create new products either directly in your account, as described below, or by importing them with the Products CSV template.

To create a new product in your account:

Each product added to your inventory requires a unique Product Code, which is used to identify the specific item or service in your account. Once a new product is created, its product code can only be changed via the Product Change Codes page.

In the top right of a product's a record, there are four functional buttons available:

Click on the drop-down arrow icon in the Product button to select one of the following options:

You can also use the left and right arow icons, below the Save button, to navigate between product records. The records are listed in alphabetical order, by product code.

Use the Clone Product option to replicate the product for a new one. Once Clone product is selected, a pop-up window will appear, in which you will fill out the required details for the new product:

Click Clone Product once the relevant details have been provided, and a new product record will be created, pre-populated with the original product's details.

The Details tab in a product's record allows you to configure the basic setup and requirements of your item or service. The following section describes the fields and configuration settings available in a product's Details tab.

The table below outlines some of the fields available in a product record's Details tab and how they can be updated. Not all fields are required, but most can be updated at any time to align with your real-world uses of the product.

To the right of these initial fields in the Details tab, you'll also see a summary of your product's current global inventory. These details are automatically calculated to provide a quick insight into your current stock holdings, where each header's described in the table below.

The Type section in a product's Details tab, found on the right-hand side underneath the product's inventory overview, allows you to configure how and where a product should be used within your account and processes. When available, use the toggle on each Type setting to enable or disable it for the appropriate purpose, as described in the table below.

The Attributes section in the Details tab allows you to add further context to your product, using the Attribute Sets configured in your account's system settings. Select one of your account's Attribute Sets from the drop-down menu displayed, and the Attribute fields from the Attribute Set will become available to update for the product.

If products from your inventory are to be sold or purchased internationally, enable the International Commerce Codes setting in your account's company configurations to have the option to fill in the International Commerce Attributes in a product's record.

The International Commerce Attributes section allows you to provide the following details per product, so that you can produce compliant Commercial Invoices for Sales Orders due to be dispatched overseas:

The Units of Measure section in a product's record is used to standardize how your product quantities are counted when they're purchased, stored, and sold. Each type of unit of measure used for your inventory must be added to your account's system settings before it can be set up in a product's record.

Every product must have a base unit of measure, which describes the amount for one unit in your product's SOH. This base unit of measure is used to describe your product's total SOH quantity and the amounts allocated to and used in transactions processed from your inventory. You can also establish alternative units of measure, which are available to use in Purchase Orders, to account for purchasing products in larger quantities or amounts.

When a product doesn't have a base unit set, click Add New in the product record's Unit of Measure section, and the "Add Base Unit of Measure" window will be displayed. Use the Unit of Measure dropdown menu to select one of your system settings' measures that describes the product's stock units. Fill in the remaining fields in the window, including Pack size, Barcode, Weight, Width, Height, and Depth to add further detail to the product's base unit of measure, then click Add.

Once a base unit is saved, each time you select Add New, the "Add Unit of Measure" window will be shown. This time, use the Unit of Measure dropdown menu to select one of your system settings' measures to describe how the product is purchased, then provide its Conversion Rate to clarify how many base units make up this unit of measure. Tick the Available in Purchasing checkbox to make this unit of measure available to select when creating Purchase Orders for the product, enter the unit of measure's Pack size, Barcode, Weight, Width, Height, and Depth, and click Add.

When the alternative unit of measure is selected for the product on a Purchase Order, when the Purchase Order is receipted, the conversion rate for the unit of measure will be used to calculate how many base units are received into stock.

The Notes, Reminder, and Comments fields in a product record's Details tab are free text fields that allow you to include further context on your products and can be updated at any time.

Text entered into the Reminders field will always show up as a pop-up window for any user adding the product to a Sales Quote, Sales Order, or Purchase Order.

Any text provided in the product's Comments field will automatically populate in the Sales Quote and Sales Order, or Purchase Order's line comment for the product, provided the respective "Add to Sales Quotes & Sales Orders" and "Add to Purchase Orders" checkboxes are ticked.

The Inventory tab in a product's record shows you a breakdown of your product's SOH, along with bin locations and minimum and maximum stock levels per warehouse. The functions available in your products' Inventory tab will differ depending on whether the Per Warehouse Controls setting is enabled within the account's company settings.

At the top of the Inventory tab is a Quick Transfer button, which allows you to move the product's SOH from one warehouse to another without leaving the product record's page. Below this, you'll see a grid showing the product's stock holding and stock alert level, per warehouse.

The Min and Max Stock Levels in a product's Inventory tab are critical tools for maintaining optimal inventory levels. They serve two important functions:

When a product's warehouse has a Low stock alert, the Reorder Report's Suggested Replenishment column will advise how much stock of the product needs to be purchased, assembled, or transferred to bring the warehouse's stock availability to its Max Stock Level.

If the Min Stock Level is left blank, it is assumed to be zero, and if the Max Stock Level is blank, the Reorder Report will calculate how much stock is required to fulfill all current allocations. The Reorder Report's Suggested Replenishment calculation takes existing Placed Purchase Orders, Parked Assemblies, and incoming Parked Warehouse Transfers into account for each product, to ensure duplicate orders, assemblies, and transfers aren't created and resulting in an overstock.

If certain items, particularly those that are part of a Bill of Materials (BOM), don't appear in the Reorder Report as expected, check the following:

The Purchase tab in a product record helps you automate and streamline your purchasing processes by allowing you to identify default suppliers for your stock and set purchase prices at the product, supplier, and quantity levels.

At the top of the Purchase tab in the product's record, you'll find the following optional, editable fields:

You'll also see the following locked fields, which cannot be edited directly in the product's Purchase tab:

When managing your inventory and purchasing products from different suppliers, it can be helpful to set up specific purchase prices and details for each supplier defined per product. These pre-defined prices and parameters will automatically apply when the product's added to a PO for the supplier, allowing for more accurate and efficient purchasing processes.

Use the Supplier Code field in the product's Purchase > Suppliers tab to search and select the supplier you wish to set up. You will then see a list of optional fields available, to provide supplier-specific parameters:

Fill in the appropriate information for the supplier you have selected, then click Add. The supplier and details provided will then be displayed in the Suppliers tab's grid, along with the supplier's currency and Lead Time. Click on a supplier in the grid to edit their Supplier Product Code, Supplier Product Description, Min. Order Quantity, Purchase Price, or Lead Time, at any time.

If a supplier offers a standardized discount or special pricing when purchasing their products, you define them in a product's Quantity Prices tab. To add a Quantity Price for a product's supplier, ensure the supplier has been added to the Suppliers tab in the product's Purchase tab first. Then, you can go to the Quantity Prices tab, search and select the supplier in the Supplier Code field, and enter the parameters of the supplier's price break in the remaining fields: Unit of Measure, Min Quantity, Price/Discount, Price Type, and click Add.

Once added, the Quantity Price will be shown in the tab's grid . You can update each price break's parameters at any time by clicking on the fields in the appropriate row.

The Sale tab in a product record helps you automate and streamline your selling processes by allowing you to set sale prices at the product, price tier, and quantity levels.

At the top of the Sales tab, you'll see the following editable fields:

Below these, you'll then find the following uneditable fields that provide further context on the product:

Within the product's Sale tab, you'll find the Sell Price Tiers tab, which is used to define the default sale price for the product, depending on the price tier the ordering customer is assigned in their customer record. Up to ten Price Tiers are available to use and will be displayed in a grid, showing the Tier name and Current Price, in the Sell Price Tier tab. You can head to Settings > System > Sell Price Tiers to set a custom name per tier, helping you easily identify and apply the tiers as appropriate.

To set or update a price for each sell price tier in a product, you can either:

If you want to set up the Sell Price Tiers in a product by applying a percentage increase on one of the product's established prices or costs, you can use the Markup Price function. Click on the View Markup Prices in the product's Sell Price Tiers tab, and the grid will expand to include the following additional fields:

Use the drop-down menu in the Markup From field to select which price or cost of the product the tier price will be increased from:

Enter a numerical value in the Markup% field for the percentage increase that will apply, e.g., enter 5 for a 5% increase on the Markup From value, and the Markup Price field will show what the calculated price would be, then select Apply Markup Price. The product's tier's Current Price will then update, based on the calculated increase. To update the Current Price for all tiers in a product's Sell Price Tier tab by a markup percentage, hover over the action cog icon in the header of the grid and select Apply All Markup Prices.

The Margin% field for each sell price tier displays a percentage calculated as the margin between the tier's Current Price and the product's current ALC. If the product has no stock, therefore no ALC, the product's Last Cost is used instead.

If you want to provide your customers with standardized discounts based on the quantities they order, you can set them up to automatically apply to your SO's via the Quantity Prices tab in a product's Sales tab.

To set up quantity price breaks for the sale of a product, use the parameter fields in the Sale tab's Quantity Prices tab: Min Quantity, Price/Discount, Price Type, Discount From and click Add. Enter the appropriate parameters in the fields available in the Sale tab's Quantity prices tab and select Add.

Once added, the selling Quantity Price will be shown in the tab's grid. You can update each price break's parameters at any time by clicking on the fields in the appropriate row.

The Transactions tab in a product's record displays an overview of all completed transactions the product was included in, providing an easy-to-view history of the stock's movements the product's to date.

Initially, the product's Transactions tab's view will always mirror your Transaction Enquiry's default grid layout. You can adjust the order, position, and grouping of the Transaction tab's details by dragging and dropping the grid headers within the Transactions tab. And if you want to change which columns are displayed, either create or update your Transaction Enquiry's default grid layout.

The References tab in a product's record displays an overview of open transactions the product is currently included on, allowing you to see, simply, which transactions the product's currently allocated to.

The References tab shows the Transaction Ref and Transaction Type for each open transaction the product is included on, and displays the total quantity included on the transaction.

The Production tab provides an overview of the Bill of Materials (BOM) that the product's included in, as either a component or the assembled product.

If the product has the Type detail Assembled Product enabled, and a BOM has been created to outline which components are required to make it, a link to the BOM will be displayed in a blue banner at the top of the Production tab.

If the product has the Type detail Component Product enabled, and is included as a component line to an assembled product's BOM, the BOM will be displayed in the Product tab's grid layout.

By default, only active BOMs the product is a component of will be displayed, but you can tick the Show Obsolete checkbox above the grid's headers to include obsolete BOMs the product's a component of too.

This grid in the Production tab will display the following details, per BOM the product is a component of:

The Costs tab provides traceability of how the product's ALC has changed over time, listing each transaction that has affected your product's value to date.

At the top of the Costs tab, you'll find the following uneditable fields that provide context on the product's current value:

The grid in the Costs tab will always mirror your Costing Analysis Report's default grid layout. You can adjust the order, position, and grouping of the Costs tab's details by dragging and dropping the grid headers within the Costs tab. But if you want to change which columns are displayed, either create or update your Costing Analysis Report's default grid layout.

Upload and manage product images and documents via the product record's Attachments tab. The files available in the product's record will then be stored in your File Library and available to attach to the emails sent for transactions the product is included on. Use the grey space at the top of the Attachments tab to either upload local files or allocate files from your File Library to your product.

If you've attached an image to the product, you can set it to be the default image or default label image by hovering over the action cog icon in the Attachments grid and selecting Default Image and Default Label Image.

If the product has the Type detail Serialized or Batch Tracked enabled, a Serial Numbers or Batch Numbers tab will be available in the product's record. The Serial Numbers and Batch Numbers tabs provide an overview of the serial and batch numbers that have been included on completed transactions and are currently available from your SOH.

If your product is serialized, a Serial Numbers tab will list all the available serial numbers across your warehouses, providing a historic view of the transactions they've been included in. You can filter the Serial Numbers by Warehouse, Status, and serial number. Click on a serial number in the grid and a pop-up window will appear, detailing the transactions the serial number has been included in and the dates the transactions were completed.

If your product is batch tracked, a Batch Numbers tab will list all the available batch numbers across your warehouses. Filter the list by warehouse, Status, Batch Number or Expiry Date to refine the tab's view. Click on the batch number, and a pop-up window will appear, detailing the transactions the batch number has been included on, the dates the transactions were completed, and quantities involved.