Products: find, view, add and edit

Search and filter the product list, open a product to see its details, stock allocation, orders and goods-in history, and add or edit a product.

Where: web · Who can use it: All signed-in users see Products in the menu. Managers, directors and owners can add, edit and deactivate products. Trade prices and margin show only to roles that can see costs. Only directors and owners see the Bundle builder tab.

Screens may differ slightly from what you see.

What it is for

The Products page is the catalogue of everything the company sells. You can search it, filter it, open a product to see everything known about it, and (if you are a manager or above) add or change products.

Who can use it

• Seeing the list and the product panel: all signed-in users.
• Add Product, Edit, Deactivate, Reactivate: the page shows these only to the owner, director and manager roles.
• Trade price and margin: shown only to roles that have the "view costs" right. Everyone else sees the retail price only.
• Bundle builder tab: only the director and owner roles.
• Unmatched images link: only roles with the manage suppliers right. See Unmatched product images.
• Advise delay (inside Order history): shown only to manager, director and owner roles.

How to use it

Find a product

1. Open Products from the menu.
2. Type in the search box. Its prompt is "Search by name, SKU, brand, collection...". If your text matches product codes, a line says "showing product-code matches for ..." under the heading.
3. Use the three drop-downs: All Brands, All Categories and All Types.
4. Tick Show inactive to include products that have been deactivated.
5. Press Clear filters to start again.

The list shows 50 products a page. Use the paging buttons at the bottom ("Page X of Y"). A count at the top shows the total and, when you filter, how many match.

The columns are Product (with its collection under it), SKU, Brand, Category, Type, Trade (cost-visible roles only), Retail, Status and Actions. Inactive products appear faded. When you hold the mouse over a row that has a picture, a small preview appears beside it.

Open a product

1. Click the row, or press View. A panel slides in from the right.
2. The top of the panel shows the name, Active or Inactive, the SKU and the type, then the Retail price. Roles that see costs also see Trade and Margin.
3. Use the tabs: Overview, Details, Specifications, Boxes & Bundle, Order history, Customer Orders, Goods-In and Allocation. Directors and owners also see Bundle builder.

What the tabs hold:

• Overview: a summary with the retail price, the unit cost (cost-visible roles only), "Pack available", what a bundle contains, and a count of goods-in receipts.
• Details and Specifications: product info, description, supplier, links, properties, dimensions, material and finish, coverage and packaging, and suitable rooms. Sections with no data say "No properties set", "No dimension data" and similar.
• Order history: the sales order lines for this product. For a bundle it also breaks them down by component. An Availability box can show Committed, On hand, Incoming and Free to promise, and a red OVERSOLD warning.
• Customer Orders: the customers who have ordered this product, with date, order, channel, status, unit price and total.
• Goods-In: each inbound receipt for this product with Goods-in date, Container, Invoice, Status, Ordered and Received. A View link opens that receipt's goods-in page.
• Allocation: On hand, Reserved and Available, then stock by warehouse and location, the orders it is reserved against, and which bundles it belongs to.

Add a product

1. Press Add Product (top right of the list).
2. Fill in Product Name. It is required. If it is empty you see "Product name is required".
3. Fill in as much as you know: SKU, Brand, Category, Product Type, Collection, a description, the Supplier, Trade Price (£), Retail Price (£), Unit, MPN and the tile details.
4. Press Create Product. You see "[name] created successfully".

Edit a product

1. Open the row and press Edit (or press Edit in the row).
2. Change the fields.
3. Press Save Changes. You see "[name] updated successfully".

Deactivate or reactivate a product

1. Open the product panel.
2. Press Deactivate. The page shows "[name] deactivated". Press Reactivate to bring it back.

Tell a customer about a delay (managers and above)

1. Open a product that is oversold or waiting on stock, then the Order history tab.
2. In the Availability box, find the order and press Advise delay.
3. The Advise customer of delay window opens with a preview of the email. You can change the Expected arrival (ETA) date and add a note.
4. Read the preview. Press Send advisory only if you want that email to go to the customer now.

If the order has no customer email, the preview says so and the send button stays off. Once sent, the row shows "advised" with the date.

Tips

• Search by SKU when you can. Code matches are picked out for you.
• Check the Allocation tab before you promise stock. It shows what is reserved for other orders.
• Deactivate a product rather than leaving a wrong one in the list. Untick Show inactive to hide it again.

Things to know

• Send advisory emails a real customer. The preview comes first and nothing is sent until you press it.
• The Goods-In tab links to goods-in pages that are not in the menu. They are not covered here.
• Bundles and boxes (the Boxes & Bundle and Bundle builder tabs) are not described step by step here.
• Pictures can be managed from the product form and the panel. For pictures that came from a supplier pack and could not be matched, see Unmatched product images.

Related articles

• Unmatched product images
• Import and mapping tools
• Stock Management: overview, levels and adjustments
• Work with a quote