Creating Products

• To make a copy of an existing Product record, click the copy button.

Once copy is selected, the system prompts for a new Part Number to be entered for the new Product (as this is unique).

• A copy of the Product is then created with the new Part Number and the following information is transferred over along with the main item information:
  • Price Breaks
  • Suppliers
  • Supplier Price Breaks

Rather than deleting a Product along with it’s sales/purchase history, you can de-select the Active box so that it can no longer be sold or purchased.

You can then create Filters so that you can quickly differentiate from Active and Inactive Products.

the CRM provides a Free Branded Customer Portal, allowing you to give your own customers a login to see the things online that are crucial to your relationship with them and allow them to place orders online (like a private Shopping Cart with their pricing).

Products will be visible in Customer Portal by default, but you can change this by selecting the Hide In Customer Portal box.

Click here to learn more about Customer Portal and how to configure your Portal.

You can check the Purchaseable box to make the Product available for use with Requests For Quote, Purchase Orders or Supplier Bills.

Once you select this box, you need to enter in both a Purchase GL Code and Purchase Tax Rate before you can save the record (this information will be pulled across from your accounting system to select here).

Note that if a Product is not marked as Purchaseable, you will not be able to add it to Requests For Quote, Purchase Orders or Supplier Bills.

You can check the Sellable box to make the Product available for use with Quotes, Sales Orders and Invoices.

Once you select this box, you need to enter in both a Sale GL Code and Selling Tax Rate before you can save the record (this information will be pulled across from your accounting system to select here).

Note that if a Product is not marked as Sellable, you will not be able to add it to Quotes, Sales Orders and Invoices.

When you create a new Product, you can specify whether serial numbers are required by ticking the Serialised box – this forces the creation and ongoing management of serial numbers for the Product.  You can also update the Serialised field on existing Products when you edit them.

Click here to learn more about Serial Numbers.

To enable the Asset auto-creation feature, you can open any Product record, put it into Edit mode and then ensure that the Auto Create Asset When Sold box is checked. Then click on Save & Close to apply the change.

You can quickly check which of your Products are set to automatically create Assets by adding the column for Auto Create Asset When Sold to your Layout and then searching for a “True” value in the column search.

At a system level you can also choose to have all of your Products or specific ones create Assets automatically. From Admin > General > Assets you can set your preferences for the system to automatically create Assets.

• Auto Create Asset – here you can choose which Products will auto-create Assets. You can Manually Choose Product, set it to happen on All Products or have it only apply to Serialised Products.
• Auto Create Asset On – here you can choose the trigger/s for creation from either Shipment, Invoice or Both.

Click here to learn more about Assets.

If you enable the Physical box it means that the item can be included in both Inbound Shipments and Outbound Shipments.

If this option is not selected and you try to ship an item, you will receive an error message, (as per the following example) or you will be prevented from initiating a shipment as the system cannot detect and physical items.

If you enable the Track Stock option on a Product, CRM will track all stock movements e.g. sales, purchase receipts, shipments, manufacturing stock consumption and creation etc.

When you select this box you need to also provide an Asset GL Code and Cost of Sales GL Code (this information will be pulled across from your accounting system to select here). You can learn more about stock tracking and accounting here.

From Inventory > Stocks you can then see a current picture of your levels for all stock tracked Products.

From a Product record you can navigate to the Stocks tab to see the current stock level.

You can also use the Stock Movements tab to see a history of movements.

When you add a Product to a Sales Order the system will give you stock information specific to each item.

You will also be able to see current stock information on the Input Items tab when using Work Orders.

You can create Training Products for use in the Training modules in CRM.

If this option is not selected, you won’t be able to utilise the Product in Training Courses.

You can set up Products in CRM with configurable elements so that you can sell items with add-ons or options.

Click here to learn more about Configurable Products.

You can set up Products in CRM with variations so that you can quickly see what other forms or types an item comes in when it is being sold.

Click here to learn more about Variable Products.

Enabling the Virtual option allows you to have one underlying Master Product that can be sold with a number of different labels.

For example, I could have a stock tracked Master Product for “Car Tyre” and then a number of virtual products linked to this for “Tyre for Ford Falcon” and “Tyre for Holden Commodore” – in each case I’m selling the “Car Tyre” (and reducing my stock of that item), just with different labels.

Once this option has been enabled, a field for Master Product will be displayed on the main form, allowing you to select the underlying item that will be sold.

Manufacturing involves the transformation of some kind of raw material(s) into a finished product(s). The first step in setting up manufacturing within the CRM is to create/define your input and output Products so that you can start using Bills of Material and Work Orders.

Click here to learn more about Manufactured Products.

When you create a new Product, you can specify whether batch tracking is required by ticking the Is Batch Tracked box – this forces the creation and ongoing management of batches for the Product.  You can also update the Is Batch Tracked field on existing Products when you edit them.

Click here to learn more about Batch Numbers.