Products are items for sale or purchase. The list of products shows all active products with an option to create a new product or open an existing product. The product detail screen allows access to product-related information including descriptions, pricing, costing, sales history, vendor selection, sales units, purchase units, and more.
List of Products
The Products screen shows a complete list of all active products. Inactive products are available through advanced search.
To see a list of products or create or view a product go to Inventory & Products > Products > List Products > select a product or click New
To create a product go to: Inventory & Products > Products > Create Product
Product Details
Product-related information including: product descriptions, pricing, costing, sales history, vendor selection, units of measure, discounts, and more, is available to view or update on the Product Detail screen
Product General Tab: Fields
| Fields and Functions | Description |
| Active check box | |variable=Active Check Box To view an inactive account, see Active and Inactive Records |
| Product Code | Code that identifies the product. An entry in this field is required. For a new product, manually enter a code or uncheck the Manual Entry box to automatically enter a computer-derived code. The product code can accept alphanumeric but not special characters. |
| Description | Description used to identify the product. The product description will print on orders and invoices and purchase orders. Descriptions can be modified in transactions. Product descriptions may be up to 200 characters. |
| Keywords | Keyword search terms. These terms can help you find and identify a specific more easily. |
| Primary Vendor | Vendor that serves as the main supplier for this product. If you do not have a primary vendor for the product, leave this field blank. Automatic purchase orders for the product will be generated for the primary vendor. Automatic POs can be created if the product is back ordered, a special order item or treated as a special order item during order entry. Click the Look Up button to search for a vendor. Enter the vendor code or select a vendor from the Look Up screen to enter or change a vendor designation. |
| Manufacturer Product Code | Manufacturer’s product code for this product. When this product is added to a PO for the primary vendor, the value in this field will be added automatically to the vendor product code field on the PO and to the vendor product code list for this vendor. |
| Class | Product class identifies the type of item and how it should be handled when ordering or purchasing. Valid entries are “S” for a sales item; “R” for a raw material item you purchase but do not sell; “O” for an obsolete item; “K” for a kit item; “B” for Bill of Materials, “SP” for a special order item; and “SR” for a rental item. Raw material items can be made part of a kit or bill of materials that eventually is sold to customers. A raw material item can also be an item you consume internally, and do not sell to customers like paper clips. |
| Category | Product category classifies a product into meaningful groupings. Groups are composed of Categories. Categories are made up of Sub-categories. This hierarchical arrangement is especially meaningful field on eCommerce pages where it forms the basis of the product index. The product category also determines the default sales general ledger, department number, GL COGS, COGS department, inventory GL and department. A product’s category can also determine whether it is displayed for eCommerce. It is also possible to set a minimum required profit margin by category so a product cannot be sold below margin. Some reports allow you to select or sort the report by category. Enter a category code or select a category from the Category Look Up. |
| Sub-Category | Product sub-category divides a product category into smaller groups of similar products. Enter a sub-category code or select a sub-category from the Sub-Category Look Up. Some reports allow you to select or sort the report by sub-category. |
| Inventory Product? | Should inventory balances be tracked for this product? If inventory is tracked, the amount of product available to sell, on order, on PO, etc. will be maintained. This information will be used to determine whether a product on order will be back ordered. If inventory is not tracked, then no product balance information will be available. |
| Serialized Product? | Should a unique serial no be required for this product during order entry and PO receiving? If a serial no should be required, indicate “Yes.” Rental products should be serialized so they can be tracked by a unique identifier. |
| Catch Weight Product? | Should the product be treated as a catch weight product when sold or purchased so the cost and inventory on hand for a unit is adjusted by the actual amount sold? Examples include items sold by the box or case but actually costed and inventory kept by weight, length, or other variable unit. |
| Freight In | Freight charge normally required to receive this product from your vendor in the default stocking UOM. This field can be used as a memo field (to store the estimated freight amount) or it can be used in conjunction with the cost/list price maintenance system. With the cost/list price system adding freight to the cost of the item will give you the option to increase the price to preserve the same profit margin. |
| Weight | Weight of this product in terms of the default stocking UOM. This field can be used as a memo field to note the product’s shipping weight or it can be used with the purchasing system to track the total weight created by your purchase order. Some vendors give a bonus if the weight of your shipment reaches a specific level. |
| Cubes | Cubes of this product in default stocking UOM. The cube amount is calculated as part of the purchasing and ordering screens. |
| DOT Code | DOT (Department of Transportation) code and corresponding regulation information. Enter a code or look up a code. |
| MSDS Date | Date MSDS (Material Safety Data Sheets) information was last revised. Companies required to issue MSDS sheets to customers can enter a date in this field to represent the date the MSDS sheet was last revised. If MSDS tracking is active, when an MSDS sheet is required, a comment line is automatically added to the pick list/invoice that says “Send MSDS Sheet”. This comment stays in the order detail to give you an audit trail to confirm that an MSDS was sent to the customer. |
| List Price ($) | Price per pricing UOM. Display field only. |
| Default Stocking UOM | Default stocking UOM. Display field only. |
| Default Selling UOM | Default selling UOM. Display field only. |
| UOM Ratio | Ratio of the physical quantity of each UOM to the default stocking UOM quantity with the default stocking UOM entered as 1. E.g., if default stocking UOM is EA and selling UOM is a CS (of 12 EA), UOM Ratio for EA will have a value of 1 and UOM Ratio for CS will have a value of 12. On this screen the UOM Ratio represents the ratio of the Default Selling UOM to the Default Stocking UOM |
| Tax Code | Tax code defines whether a product is subject to sales tax. This code interacts with a customer’s tax code designation to determine whether the default value in order entry is to charge. This value can be changed in order entry. |
| Commission Type | Commission type for this product that determines rate of commission for the salesperson. |
| Min Selling Qty | Minimum quantity of the default selling UOM that can be sold during order entry. The minimum will be the default quantity in order entry. No entry is equivalent to an entry of “1”. Permissions can be set to allow certain roles the ability to sell less than the minimum quantity. If a user does not have this permission, the user will not be allowed to sell less than the minimum. |
| Back Order? | Allows a product to be back ordered in order entry. If Back Order is marked “No” there will be no back order prompt for insufficient stock situations in order entry, regardless of the customer’s preference on back orders. |
| Lot Controlled? | Indicates whether a product is Lot Controlled. Lot Controlled products require lot numbers during sales and purchasing. Locations must be tracked for Lot Controlled products. |
| Track Locations? | Indicates whether inventory will be stored by Location. Multiple Locations may be associated with a product and, if this is checked, inventory will be kept by Location. Lot Controlled products will always also track inventory by Location. |
| User Choice 1-3 | User choice fields can serve as memo fields as defined by your company. |
| Image | Displays the image associated with this product. Use the Upload button to load up to 5 product images. Additional images or files related to the product can be attached through the Linked Files option in Actions. Replace an existing image by uploading a new image. |
Product Stocking UOM Tab: Fields
| Fields and Functions | Description |
| Import Rental Units | Use the  icon to set up rental products for the hour, day, week, month, quarter or year by importing initial values that can be modified. |
| Copy UOMS to Pricing | Use the  icon to copy all the UOMs set up in the stocking UOM tab to the pricing UOM tab |
| UOMs Used | Enter the UOMs you sell and/or purchase by. The UOMs will have to first be entered in the Dynamic Lookup Value List with Lookup Type of UOM, and then will be able to be selected from the lookup. |
| Default Stocking UOM | Select the Default Stocking UOM. This will be the UOM in which inventory will be kept. It will automatically be assigned a UOM Ratio value of 1. |
| UOM Ratio | Ratio of the physical quantity of each UOM to the default stocking UOM quantity with the default stocking UOM entered as 1. E.g., if default stocking UOM is EA and selling UOM is a CS (of 12 EA), UOM Ratio for EA will have a value of 1 and UOM Ratio for CS will have a value of 12. On this screen the UOM Ratio represents the ratio of the Default Selling UOM to the Default Stocking UOM |
| Pkg Qty | Package quantity notes the number of items in a package for each UOM. It does not affect inventory. Display field only. |
Product Pricing UOM Tab: Fields
| Fields and Functions | Description |
| UOMs Used | Copy the UOMs used from the Stocking UOM tab to the Pricing UOM tab. |
| Selling UOM | Select all UOMs that are selling UOMs. More than one may be selected. |
| Default Selling UOM | Select the Default Selling UOM. Only one may be selected. This will default into order entry. |
| PO UOM | Select all UOMs that are used on POs. More than one may be selected. |
| Default PO UOM | Select the Default PO UOM. Only one may be selected. This will default in Purchase order entry. |
| Pricing UOM | Select the UOM off which the pricing of all other UOMs will be defined. This will correspond to the List Price. The Pricing UOM will have a value of 1 in the Price Factor column. |
| Price Factor | Price factor defines the relationship of the price of each UOM to that of the pricing UOM. The pricing UOM will have a price factor value of 1. E.g., assume EA is the pricing UOM so its price factor is 1. Now if the Price of EA is $15.00, whatever price factor is assigned to CS will determine the price of a CS. Assign a price factor to the CS of 11 to sell a CS at $165.00. Since a CS physically represents 12 EA, but is priced at 11 EA, this is equivalent to offering a 8.3% discount on a CS. Note that any discount offered through the Price Factor is separate from discounts that may be earned through the quantity discount schedule. |
| UOM Discount | This calculates the discount for any UOM created by any difference between that UOMs, UOM Ratio and its Price Factor. So, if a CS has a UOM Ratio of 12 (a CS is physically 12 EA) and a Price Factor of 11, then a CS is being priced at an 8.3% UOM discount. |
| Price/PrU ($) | Price per pricing (selling) unit which will calculate the price of each selling UOM based on the List Price and the price factor for that UOM. |
Product Discounts Tab: Fields
| Fields and Functions | Description |
| Quantity Breaks | Quantity break schedule to discount price based on number of items purchased. Enter the quantity break code or look up and select the quantity break schedule to assign to this product. |
| Discount Group Code | Discount columnar pricing or discount group is essentially quantity breaks for products in the same group. For two or more products with the same columnar price number, the quantities for each product sold on the same order will add together to determine a cumulative quantity discount. Use of this field only makes sense if quantity break discounts are also used. Two products assigned to the columnar break group do not have to be assigned to the same discount quantity break code. |
| Price List | Discount by price list during order entry. Enter the Price List code or look up the Price List to assign to this product. |
| Warehouse Discount | With a warehouse discount, a discount is offered based on the shipping warehouse. Enter the Warehouse Discount Code or look up the Warehouse Discount to assign to this product. |
Product eCommerce Tab: Fields
| Fields and Functions | Description |
| Web $Price Text | Enter a short text message that will appear as the price for this product in eCommerce. For example, “Call for Pricing.” Try to keep your message short so it will fit well within the price field. |
| SEO Title | This is the product’s title for Search Engine Optimization purposes (SEO). The title tells the search engines what the page is about and is displayed on the search engine results as the clickable headline. It also appears in the top bar of some browsers. It is the most critical SEO element. |
| SEO Keywords | SEO keywords are the key words and phrases in your web page content that make it possible for people to find your product via search engines. Although key word tags are no longer used in many search algorithms, populating this tag can still help somewhat in search results. You should the key words you have found to be most helpful for each product’s SEO efforts. |
| SEO Description | The contents of the description tag appear under the clickable title in search results and summarize your product or page content. This has a 160-character limit which means it should be concise, but it needs to be compelling enough to motivate the search to click the title links. |
| Add to URL | By default, the system will assign a URL to each of your product pages. Add a short, meaningful word or phrase here that contains your product’s key words and it will be added to the URL. This will help with SEO. Make this slug specific as possible. Try to keep URLs under 75 characters. |
| Self-Service Portal Product Type | Select from New, Featured and Special. If checked, the product will be highlighted in these categories on the Self-Service Portal . |
| Self-Service Portal Web Display | If checked, this product will show up in the Self-Service Portal . |
| Online Store Product Type | Select from New, Featured and Special. If checked, the product will be highlighted in these categories on the Online Stores. |
| Online Store Web Display | If checked, this product will show up in the Online Stores. |
Product Images
Product images display when a product record is displayed on the Product Detail screen. The same images are also shown online when a product is displayed through an online portal such as Self-Service Portal or Online Stores.
Product images can be uploaded on a product by product basis in the Product Detail screen. Images are displayed at a specified size depending on the screen. A user can use browser functions to view an image at full size in a separate window. This is usually done by right-clicking an image and choosing “View Image” from the options.
Image Specifications
Images can be formatted as JPEG (.jpg), PNG (.png), or GIF (.gif). There is no limit as to size of the image. In the Product Details screen the file will be scaled to 130 x130 pixels (fit to size). The same images are shown in eCommerce at a maximum size of 150×150 on list screens and 200 x 200 (fit proportional) on product detail screens.
When an image is scaled as “fit to size” it is made to fit the maximum height and length. This results in the largest possible image but can cause some distortion. When an image is scaled as “fit proportional” the longest side is made to fit and the shortest side is scaled proportionally.
Product – Copy a Product
From the Product record screen toolbar, the Copy button lets a user copy the current product to serve as the basis for a new product.
To copy the current product, go to Inventory & Products > Products, select a Product > Copy
Copy a Product: Fields
| Fields and Functions | Description |
| Source Product Code | Current product or another product that serves as the basis for the new product. |
| New Product Code | New code for new product. |
| Copy Order Comments | Should order comments be copied to the new product? |
| Copy Purchase Order Comments | Should order comments be copied to the new product? |
| Copy Price List Comments | Should price list comments be copied to the new product? |
| Copy Web Comments | Should web comments be copied to the new product? |
| Copy General Comments | Should general comments be copied to the new product? |
| Copy Alternate Items | Should products listed as alternates be listed as alternates for the new product? |
| Copy Accessory Items | Should products listed as accessories be listed as accessories for the new product? |
| Copy Cost | Should cost be copied to the new product? |