This guide explains how to create a new product and what product functionalities are available when the company has a service package other than the Premium package. The Premium package includes extended product management, which provides more comprehensive handling of products. The guide covers entering the product basic data, managing prices and codes, and adding or editing stock information and accounting information.

CONTENTS

Adding a new product

It is easy to import product information into Netvisor from Excel spreadsheets or other systems. This can be done with Product Information Import: Product Information Import.

You can open the new product creation by selecting Products > New product. The view shows the product card below, which contains the product basic data, price information, stock information and accounting information.

  1. Enter all necessary information for the product in the different sections of the product card (Basic data, Price information, Stock information, Accounting default accounts, Cost objects).
  2. Check that the mandatory fields and any additional information required by your company are filled in.
  3. Save the new product by selecting Create product.

Basic data

In the Basic data section, you define the product identification data, basic settings related to sales and stocking, and product grouping.

  • Product code and name:  It is recommended to always use a unique product code for products, making it easier to perform price list updates, for example. The maximum length of the product name field is 200 characters and the product code 50 characters. The product code is mandatory information when using extended product management (Premium package).
  • Default description:  You can enter the desired product description here. The information entered in this field will be printed on the Pro forma (export) printout from the order print options and on the sales invoice PDF printout with the print format "Invoice (export)".
  • Primary EAN code: An EAN code can be entered for the product. This appears in the e-invoice message (in the EanCode field, the format must be EAN13). If the company has the offer and order section in use, the barcode can be printed on the dispatch note.
  • Secondary EAN code: A possible second EAN code for the product. Secondary EAN codes are also used on e-invoices if necessary. The primary EAN code is used first in the dispatch if it is in the EAN13 format. If not, the secondary EAN code is used in the message (but only if it is in the EAN13 format). If neither EAN code is in the EAN13 format, they are not included in the message.
  • Saleable:  If this is not selected, the product cannot be selected for an invoice, offer or order. The product is displayed by default in reports.
  • Stockable: Requires the use of inventory management (Premium package). If this is selected, the product must be stocked and the sales transaction will reduce the product quantity in stock.
  • Product group:  The product can be selected to belong to a specific product group. On the product listing and search page, products are displayed by group. A product group can be created from the "manage product groups" link.
  • Unit:  You can select the desired unit for the product here. If a unit has not been created, it can be created from the manage units link. A product can only have one unit. It is recommended to enter a unit with a maximum length of 14 characters in the Unit field. Longer units are truncated to 14 characters, e.g. on the invoice.
  • VAT rate:  The product's tax percentage.
  • Grouping criteria:  Grouping criteria can be used to structure and search for products in the product listing. More about these here: Grouping criteria.

Price information

In the Price information section, you define the product purchase price, sales price and possible commission rate.

  • Purchase price:  This is the price at which the product is acquired for the company, e.g. from an importer. The purchase price affects, among other things, the value of the stock. Adding/modifying the purchase price requires editing rights to the purchase price in sales and purchase ledger rights. If the option is "purchase price not visible", then an * mark is shown in the purchase price field.

  • Basic price:  This is the product sale price. This particular price will be the product price on the sales invoice. By default, the price is the net price, but if the gross option is selected next to it, the price also includes VAT.
  • Commission rate:  If a commission rate is entered for the product, selling the product will accrue commission for the seller selected on the invoice. A report on commissions for the desired period can be obtained from the sales reports (Sales > Reports) by selecting the report format as Salesperson report (requires rights to see commission in sales and purchase ledger rights). If a commission is given in the seller information, it overrides the product commission on the invoice. To assign a commission to a product, there must be editing rights to the commission section in sales and purchase ledger rights. If "Commission not visible" is selected, an * mark is shown in the commission field.

Stock information

If the company has inventory management included in the Premium package, stock information and quantities are also visible on the product card. They are used to define whether the product is a stock product and which default stock is used when stock transactions are created from the sales invoice. An alert limit can be set for the product, which is indicated on the stock report by location when it falls below the threshold.

  • Default stock:  Determines the stock from which the sales transaction by default reduces stock quantities and to which the purchase transaction adds stock quantities. The stock information can be changed on the stock transaction form.
  • Alert limit:  The stock quantity limit, below which products are listed on the shortage list. If the product has already been ordered, i.e. the in-stock quantity and ordered quantity exceed the alert limit, the product is not listed on the shortage list.
  • Customs classification: You can enter the product customs classification here. The customs classification is used in batch processing on the customs report. The feature is only available if the company uses the FIFO inventory valuation method. The information entered in this field will be printed on the Pro forma (export) printout from the order print options and on the sales invoice PDF printout with the print format "Invoice (export)".
  • Country of origin: The product country of origin can be selected here. The selection affects the transmission of the EDI message. This requires an integration with OWS.

Accounting default accounts

The accounting information on the product is used to automatically create accounting vouchers from sales invoices. The country code of the invoiced customer determines which account is used for the product at any given time.

Default accounts are defined in the basic accounting information. In the "Accounts used in default postings" view, the debt and receivable accounts used by the ledger (purchase and sales) and the default accounts for VAT entries are selected. Default accounts are also defined for purchase and sales invoices, which are used if they are missing from the product or vendor information.

Default accounts are mandatory and are selected from the specification of accounts. The system automatically creates default accounts during the company establishment process. However, accounts can be changed whenever necessary, and the default posting changes immediately from the time of the update.

The selected default accounts are displayed as links. By clicking the link, it changes to edit mode, i.e. a dropdown menu appears from which the desired account can be selected. Any changes must be remembered to be saved.

In the basic accounting information, you can select one or more cost object headers to be used on products, allowing their sub-items to be used as default cost objects for products, from which they are inherited to invoice lines and further to the accounting voucher. A cost object can also be selected for the entire product group, in which case it is automatically selected for a new product established in that group.

Cost objects

If the company uses cost objects on the accounting side in cost object management, it is possible to define the cost object header in the product information, allowing cost objects under that header to be selected for the product. In this case, the cost object will appear on the voucher when an invoice is made from the product and it is sent/printed. A product can have only one cost object per cost object header. However, if the company has multiple cost object headers, a suitable cost object can always be selected from them. If a product group is defined for the new product, and a cost object has been set behind the product group, this cost object will automatically be applied to the product.

Frequently asked questions

Question: How do I add a completely new product in Netvisor?
Answer: Select Products > New product, fill in the product card basic data, price information, stock information and accounting default accounts and any cost objects, and save by selecting Create product.

Question: Is the product code mandatory information?
Answer: It is always recommended to enter a product code, and it is mandatory information when extended product management (Premium package) is in use.

Question: Why can’t I see the purchase price or commission in the product information?
Answer: Viewing and editing the purchase price and commission rate requires rights in the sales and purchase ledger rights. If the option is "purchase price not visible" or "Commission not visible", an * mark is shown in the fields.

Question: How do I define that a product is stockable?
Answer: Select the Stockable setting in the product card basic data. This requires the inventory management included in the Premium package, in which case the sales transaction reduces the product quantity in stock.

Question: Where are the accounting default accounts on the product used?
Answer: The accounting information on the product is used automatically when creating accounting vouchers from sales invoices. The country code of the invoiced customer determines which account is used for the product at any given time.

Question: How can a cost object be automatically applied to a product?
Answer: Define the cost object header on the accounting side in cost object management and link it to the product or product group. If a cost object has been set behind the product group, the same cost object will automatically be applied to a new product established in that group.

Keywords: product, product code, product data import, product group, EAN code, purchase price, accounting default accounts

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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