This guide explains how to search and manage products through the product listing. The guide covers searching for products, creating new products and product groups, and editing the product listing. Additionally, the guide addresses mass updates of products and inventory management.

CONTENTS

Product listing view and narrowing search results

You can access the product listing by selecting Products > Product listing. In the product listing, you can search for products based on a text search or list all products.

  1. Use the search term field when you want to search for products with text.
  2. Search all products by clicking the search term field and pressing the Enter key or by selecting Update view.
  • Create new: The menu allows you to create a new product or product group.
  • Settings: From the menu, you can create a new unit or a new price group for the product.
  • Show columns: The menu allows you to customize the product listing and choose what information about the products is displayed.
    • Make a column visible by checking the box in front of the respective item.
    • Remove a column from the listing by unchecking the box in front of the respective item.
    • Bring the changes into view by selecting Update view.

Inventory information and inventory-specific quantities are visible if inventory management is in use in the company. Accounting information is visible if a cost object has been defined for the products.

  • Show in listing: The menu allows you to select different settings related to products, for example limit the listing to show only active products or only sellable products.
    • Make the desired limitations in the menu.
    • Select Update view to refresh the listing.
    • Displaying inventory information requires the inventory management section to be enabled.
  • You can set an alert limit for a product in the product information. The alert limit means that the product listing can show products whose inventory quantity is below the defined alert limit.
    • Products below the alert limit are shown separately when you select the corresponding limitation.
    • The out-of-stock listing shows products whose inventory quantity is negative.

  • Group: The menu allows you to define the order in which the product listing is presented.
    • You can group products, for example, by product group or by default inventory (requires inventory management to be enabled).
    • Bring the changes into view by selecting the update selections button.
  • Limit listing: You can limit the product listing in the desired way, for example to show only products from a specific product group.
    • Select the desired product group or other limitation, for example only interest products.
    • Note that if you have made other search limitations in the Show in listing section, not all products from the respective product group may appear in the list.
    • The default inventory selection requires inventory management to be enabled. With this limitation, you can show only the desired default inventories of products.
    • Select Update view to update the product listing according to the limitations.

  • Limit by keyword: You can search with the desired word, number, or letters. Information is searched from the product name field, product code field, and description field.
  • Target keyword: The selection allows you to define from which field or fields the entered keyword retrieves information.
    • Select the fields to which the keyword is targeted.
    • Select Update view to apply the changes.
  • Save as Excel file: The product listing can be transferred to Excel from this button.
  • Update view: After each search or limitation change, remember to select this button to refresh the product listing based on the desired search criteria.

Process basket

The process basket allows you to update product prices or inventory information in bulk.

  1. Select the desired products from the product listing.
  2. Select "add selected to process basket".

The process basket is visible at the top of the product listing. In the example image, there are three products in the process basket. When you select the process basket section, you can see which products have been selected.

Updating products

When the products are in the process basket, you can update their information in bulk.

  • Update product information: The menu allows you to select different items to update.
    • Basic information: This allows you to update, for example, the unit of products in bulk, define whether the product is sellable or not, or change the product group of the product.

Bulk updates are successful by selecting the desired information for the top row and pressing the green downward arrow button on the right side. The button copies the changes to all selected rows.

Finally, select the Save changes button so that the bulk update is saved.

  • Price information: This allows you to update the purchase price, base price, whether the price is gross or not, define the desired VAT percentage, the lowest selling price, and the desired commission percentage in bulk. Bulk changes are made in the same way as described above.
  • Inventory information: Requires inventory management to be enabled. This allows you to change the default inventory, product location, default shelf limit, weight, and customs item in bulk.
  • Publication status: The publication status can affect whether the product is published, i.e., for example, whether the product is billable. Through the publication status, you can also delete products. Detailed instructions for deleting a product.
  • Update product accounting information: The selection allows you to change the accounting accounts of products in the process basket in bulk. Additionally, cost objects can be added to products in bulk.

Inventory

  • Perform for products 
    • Inventory: This allows you to perform inventory. This function requires inventory management to be enabled. Inventory allows you to correct the inventory quantities of desired products in bulk, and the inventory quantity of products can be defined by inventory.

In the example below, there are -9 pcs of Test product in stock in "Unit 1".

If the correct quantity is, for example, 5 pcs, correct the quantity here and save the changes.

Creating a document or transaction from products

  • Export products: The selection allows you to create from the desired products:
    • a quote (requires order processing in the company)
    • an order (requires order processing)
    • an invoice
    • a purchase order (requires the Purchase order and communication section)
    • an inventory event (requires inventory management to be enabled)

Mass actions in product listing

In the product listing, there is a green button in the lower left corner and a white triangle on its right side. When you select the triangle, the mass actions in the product listing appear.

To use the mass actions, first select the desired products by checking the boxes on the left side of the product listing rows.

  • Update selected product sales price with price factor: The selection allows you to give a factor by which the selected products’ sales price is updated. At the same time, you can give a rounding decimal to which the new price rounds.
    • Example: if the price is originally €100 and the factor is 1.2, the new price is €120.
    • If you want the price changes to take effect in the future, first create all materials that will be sent with the old prices. Make the price change only after this. This way, the new price will only apply to newly created invoices and will not change the prices of already created invoices.

  • Add selected products to price group: The selection allows you to add a product to a price group in bulk, in which case a customer-specific price can be formed.
    • Select an existing price group.
    • Give the desired factor for the product. For example, a factor of 1.2 means that the new price is the original price times 1.2.
    • If you want to give a discount, give a factor that is less than one.
    • You can also select an absolute value and give the new desired price for the respective price group in the value field.
    • Note! If you use price groups, also give the price group information to the desired customer in the Price group field on the Additional information editing tab.
    • The selection adds a price group to the product. Updating the price group is currently not possible through this, but the product must be opened and the price group edited through the product.

  • Change selected product tax rate: The selection changes the product’s VAT percentage in bulk.
    • Select from which percentage to change and to which.
    • The change only occurs if the product’s original VAT percentage matches the selected initial value. For example, if the product’s VAT % is 14%, it cannot be changed from 10 to 24%.
  • Export products to quote, order, invoice, purchase order, or inventory event; The selection allows you to create from the selected products:
    • a quote (requires the order processing section to be enabled)
    • an order (requires the order processing section to be enabled)
    • an invoice
    • a purchase order (requires the Purchase order additional section)
    • an inventory event (requires the inventory management section)
  • Clear selections: This removes previously selected products from this view.

Show columns > Inventory information

From the Show columns button, you can limit the desired columns to be displayed as needed.

If inventory management is in use, one option under inventory information is "Average purchase price", which means the average of the purchase prices entered for the product’s inventory events.

Handling prices in accounts receivable:

Product card average purchase price = 0

  • The product does not yet have prices from inventory events to be averaged.
  • The purchase price entered on the product card is brought to the order or invoice.
  • The purchase price can be changed on the order or invoice if allowed in ledger rights.

Product card average purchase price <> 0

  • This calculated average price is brought to the order or invoice as the purchase price.
  • The purchase price can be changed on the order or invoice if allowed in ledger rights.

The product card instructions can be found on the Product card page.

If discounts have been given in many different ways, they are handled in the following order:

  1. Customer-specific price
  2. Price group price
  3. Overridden price in contract billing
  4. Product price

In all cases, the customer-specific price is the strongest and overrides everything. The second strongest is the price group price.

Frequently asked questions

Question: How do I search all products in the product listing?
Answer: Open Products > Product listing, click the search term field and press the Enter key or select Update view, after which all products are listed.

Question: How do I limit the product listing to show only products from a specific product group?
Answer: Use the Limit listing selection, choose the desired product group, and finally select Update view to apply the limitation.

Question: How can I bulk update basic product information, such as product group or unit?
Answer: Select the products in the product listing, add them to the process basket, open the process basket and select Update product information > Basic information. Make the changes on the top row, copy them to all rows with the green downward arrow button, and finally select Save changes.

Question: How do I update product sales prices with a factor?
Answer: Select the products in the product listing, open the mass actions in the lower left corner and select Update selected product sales price with price factor. Enter the factor and the desired rounding decimal and perform the update.

Question: How do I perform inventory for products?
Answer: Make sure that inventory management is in use. Select the products into the process basket, select Perform for products > Inventory from the process basket, enter the correct inventory quantities by inventory and save the changes.

Question: How do I display the average purchase price of products in the product listing?
Answer: In the product listing, select Show columns and enable the Average purchase price column under inventory information. The average purchase price is visible when inventory management is in use.

Question: How do I create a quote or invoice from selected products?
Answer: Select the products in the product listing and use either the Export products function in the process basket or the mass action Export products to quote, order, invoice, purchase order, or inventory event in the product listing. Note that quote and order require the order processing section and purchase order requires the Purchase order additional section.

Question: How does the VAT percentage bulk change work?
Answer: Select the products, open the mass actions and select Change selected product tax rate. Select the initial and target percentage. The change is made only for those products whose original VAT percentage matches the selected initial value.

Keywords: Product listing, products, inventory management, price update, product updating, process basket, inventory

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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