Never Diminishing Products (NDPs) are products in Unleashed that do not hold physical stock and, therefore, do not require the management of any inventory. These products allow you to set up default descriptions, costs, and sell prices for auto-population in future transactions, without impacting your Stock On Hand (SOH) quantities or values.
NDPs are commonly used for service charges, freight costs, shipping fees, taxes, and other expenses that have a cost or charge impact on your transactions but don't represent physical inventory.
Create a Never Diminishing Product
To create a new Never Diminishing Product:
From the main menu, select Inventory > Products and click Add Product.
Provide a Product Code and Description for the service or charge being added.
In the Details tab, under the Type section, enable the Never Diminishing option.
Click Save in the product record. The product will be saved without any requirement for inventory or stock on hand.
📌 Note: Once saved as Never Diminishing, the product will not have Inventory or Transaction tabs available, and there will be no option to allocate Batch or Serial tracking.
Updating an existing Product to Never Diminishing
Products that historically have held or managed SOH in Unleashed can be updated to be Never Diminishing, provided the following requirements are met:
The product currently has no SOH in any warehouse.
The product is not allocated to any open transactions (e.g., incomplete Sales Orders, Purchase Orders, Stock Adjustments, Assemblies, or Warehouse Transfers).
The product is not saved as an Assembled product and does not have its own Bill of Materials (BOM).
Steps to convert an existing Product to an NDP:
Open the product record and confirm it currently has no SOH.
Navigate to the References tab and confirm there are no open transactions for the product. Either complete, delete, or remove the product from open transactions as appropriate.
Navigate to the Production tab and confirm the product doesn't have its own BOM, obsoleting it if necessary.
In the Details tab, under Type, toggle on the Never Diminishing setting and click Save.
Once a product is saved as Never Diminishing, the Inventory and Transaction tabs will no longer be available in the product's record. However, its transactional history will remain available to view in the References tab, and all historic transactions from when the product held and moved SOH will populate in reports such as the Transaction Enquiry.
Using Never Diminishing Products
You can include NDPs in the following transactions:
Sales Orders
Quotes
Purchase Orders
Bill of Materials (as components in Assemblies)
Important: NDPs cannot be added to a Sales Shipment. They will only apply to the Invoice of a Sales Order.
Setting Default Prices
Use the Purchase and Sale tabs to allocate default sell and purchase prices as required. These can be left blank if the prices are subject to change per transaction.
In the Sale tab, allocate a value in the Cost field to provide a default value that your business needs to account for when including the NDP charge to a transaction. This cost value will be used to calculate sales margins and profit when the NDP is included in Sales Orders or Assemblies.
Finding Never Diminishing Products
To easily locate and identify which products in your inventory are NDPs:
From the main menu, go to Inventory > Products > View Products.
Select Show Toolbar above the grid columns and click on Hidden Columns.
Drag and drop Never Diminishing into the grid layout.
If the Never Diminishing field shows a tick icon, the product is an NDP. If it's blank, the product holds stock on hand and is not an NDP.
🤓 Tip: Drag the Never Diminishing header above the grid column headers to group all products by whether they are an NDP or not.
Accounting for Never Diminishing Products
If integrated with an accounting provider such as Xero, QuickBooks, or Access Financials, you can set accounting codes in the Details tab:
Purchase Account: The NDP's cost or purchase price will be exported to this account when used in a Purchase Order.
Expense Account: The NDP's cost value will be exported to this account when used in an Assembly or Sales Order. This account must be selected if you add NDPs to a Bill of Materials, Assembly, or Disassembly.
Sales Account: The NDP's sell price will update this allocated Sales Account.
By assigning specific account codes to NDPs, your accounting Profit & Loss statements will remain accurate.
NDPs in Assemblies
You can include NDPs as component products in your production processes to account for any charges incurred during assembly or disassembly, which will impact the overall stock value of your inventory.
The Cost specified in an NDP's Sale tab will populate the component's Unit Cost value, but this can be amended per BOM. An information icon will appear on the component's line if the BOM's Unit Cost differs from the NDP's Cost value.
If integrated with an accounting provider, the Expense Account for the NDP's component line will populate from the NDP's record, but this can be amended per BOM as required.
The Total Cost from the NDP's component line will export as a stock journal to increase your Stock on Hand value and debit your Expense account.
📌 Note: To create a BOM or Assembly for a product, the assembled product itself cannot be Never Diminishing. However, NDPs can be included as components within the BOM.
Sales Margins and Cost Tracking
Setting a cost for an NDP increases the accuracy of your stock's value and sales margins. The cost in an NDP will be used to calculate:
The default Unit Cost when included as a component in a Bill of Materials or Assembly
The assembled stock's total cost
The profit and margin of the product when sold on a Sales Order
The margin is calculated as: (Sell Price - Current Cost) / Sell Price.
The margin is locked in on the order as soon as the Sales Order is completed. If the Cost is updated in the NDP while a Sales Order is open, the margin will update to include the new Cost.