Products
Keep one catalog of what you sell with its price, cost and unit, and add products to quotes and invoices line by line.
Who can do this: Anyone whose role lets them create and edit records can add products. The See costs and margins right shows their costs, and Edit costs changes them.
Products are what you sell. Every organization has them as records, with no module to switch on, and the lines of a quote or an invoice are built from them.
What a product holds#
| Property | What it holds |
|---|---|
| Name | Required. |
| SKU | Your own code for it. |
| Kind | Product or Service. Only a Product is counted in stock. |
| Unit price | The price of one unit, in the product's Currency. |
| Unit cost | What one unit costs you. |
| Currency | The currency of the price and the cost. |
| Billing frequency | One-time, Monthly, Quarterly or Annually. |
| Unit | What it is counted in. |
| Active | Off keeps the product in the catalog and out of new lines. |
A product holds no tax. Tax is set on each line, in Tax code, and an empty one takes the document's.
Once a product has moved in stock, its Unit can no longer change. To count the same goods in another unit, add a new product and move the quantity across with a stock adjustment.
Add products#
Open Products and add one. For many at once, choose Import in the toolbar: see Import and export.
Use a product on a quote or an invoice#
Add from the catalog#
On the quote or the invoice, choose Add from catalog… and pick the product.
Check the line#
The line copies the product's price, cost, billing frequency and unit. Later changes to the product do not reach it. A quote's lines freeze when it is sent.
A product that is not Active is refused with Pick a product that is switched on, or switch this one on in the catalog.
If the product's Currency is not the document's, its price and cost are converted at the day's rate. With no rate for that day the line is refused and names the two currencies. Set the product's currency to the document's, or have an admin add the rate in Settings > Organization > Currencies.
Stock#
With Inventory on, a product's page has a Where it is card with what is on hand and where: see Inventory.
Costs and margins#
Unit cost on a product, and Line cost and Margin on a line, are cost figures. A role with See costs and margins reads them. Without it they show as hidden, never as zero. Edit costs also changes them. Owners, Admins and Managers hold both, and Settings > Members and access > Roles grants either to another role: see Roles and permissions.
Someone who cannot see costs can still add the product to a quote. The cost is copied to the line and stays hidden from them.
A cost on a goods receipt or a stock adjustment is not in this class. Whoever can open the document sees it.
What the Agent does#
- It creates and edits products like any record, as far as the mode allows: see Autonomy and approvals.
- With Sales on, it answers what a product costs a buyer, for a quantity and a currency, with Product price, a read that runs in every mode.
- It works as the person, so it sees a cost only when the person does.