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 as follows: Products > Product listing. Through this, you can search for products based on a text search or list all products. If you want to search for all products, click the search term field and press the Enter button or the "Update view" button.

  • 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. If you want a field to be visible, you need to check the box next to it. Similarly, if you want to remove some information from the listing, uncheck the box in front of the respective item. Changes will appear in the listing when you press the "Update view" button

Inventory information and inventory-specific quantities are visible if inventory management is in use in the company. Accounting information can be displayed if a calculation target has been defined for the products.

  • Show in listing: The menu allows you to select different settings related to products, e.g., limit the listing to show only active products or only sellable products. After changes, you need to press the update view button to refresh the listing. For inventory information, the inventory management section needs to be enabled
  • You can set an alert limit for a product (in product information), which means that the product listing will show products whose inventory quantity is below the desired alert limit. 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 define, for example, products by product group or default inventory (requires inventory management to be enabled). Changes will appear when you press the update selections button
  • Limit listing: You can limit the product listing in the desired way, e.g., limit the view to only show products from the desired product group. In the example below, the view is limited to only show interest products. Note! If you have made other search limitations in the show 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, here you can limit the view to only show the desired default inventories of products. Changes in limitations require pressing the Update view button to refresh the product listing

  • Limit by keyword: You can search with the desired word, number, or letters. Information is searched from the product name field, product code, and description field
  • Target keyword: The selection allows you to define from which field(s) the entered keyword retrieves information. Changes require pressing the update view button
  • Save as Excel file: The product listing can be transferred to Excel from this button.
  • Update view: After each search change, remember to press this button to refresh the product listing based on the desired search criteria.

Processing basket

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

Select the desired products and press "add selected to processing basket"

The processing basket is visible at the top of the product listing, and in this example, three products are selected. By clicking the processing basket section, you can see which products are selected.

Updating products

  • 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, whether the product is sellable or not, or change the product group of the product in bulk.

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

Finally, remember to press the Save changes button.

  • Price information: This allows you to update the purchase price, base price, whether the price is gross or not, define the desired VAT percentage in bulk, the lowest selling price, and the desired commission percentage. Bulk changes occur as described above
  • Inventory information: Requires inventory management to be enabled. You can 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., 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 processing basket in bulk. Additionally, calculation targets can be added to products in bulk.

Inventory

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

For example, the section below, where Test product has "Unit 1" -9 pcs in stock. 

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

Creating a document or event from products

  • Export products: The selection allows you to create a quote (requires order processing in the company), order (requires order processing), invoice, purchase order (requires purchase order and communication section), or 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, which you can press to bring up the mass actions in the product listing.

To use the functions, you must 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 product's sales price is updated. At the same time, you can give a rounding decimal to which the new price rounds. For example, if the price was originally 100 € and the factor is given as 1.2, the new price is 120 €. If you want to change prices in the future, you must first create all the materials that will be sent with the old prices. Only after this, the price change is made. 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 practice, this creates a customer-specific price. Select an existing price group and give the desired factor for the product. For example, a factor of 1.2 is the original price times 1.2, and similarly, if you want to give a discount, give a factor that is less than one. You can also select an absolute value, in which case the value field is given the new desired price for the respective price group. Note! If you use price groups, you must also provide the price group information to the desired customer in the additional information editing tab's price group field. The selection adds a price group to the product; currently, updating the price group is not possible through this, but the product must be opened and the price group edited through this.

  • 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 initial value matches. So if the product's VAT % is 14%, it cannot be changed from, for example, 10 to 24%.
  • Export products to quote, order, invoice, purchase order, or inventory event; Quote and order require the order processing section to be enabled. Purchase order requires the purchase order additional section, and inventory management 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 sales ledger:

Product card average purchase price =0

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

Product card average purchase price <> 0

  • This calculated average price is brought to the order/invoice as the purchase price
  • The purchase price can be changed on the order/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.

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