This guide describes how to create a new product in Netvisor and manage product information. The guide covers the entry and management of product basic, price, stock, and bookkeeping information.

CONTENTS

Creating a new product

Open the creation of a new product by selecting one of the following:

  • Top right corner of the Product listing and search page: Product listing and search
  • Netvisor quick menu: Create new > Product
  • Products tab: New product

Information to be filled in when creating a product

When creating a product, basic, price, stock, and bookkeeping information is requested. There is a separate Creating a new product guide. When extended product management is in use, it is possible to add more detailed product-specific information to the product card.

Fill in the basic data of the product as follows:

  • Storage: Select whether the product should be stored or not. The information is only visible if the company has the stock management section enabled.
  • Product group:Select a product group for the product. On the Product listing and search page, products are displayed by group. Add a new product group via the Manage product groups link. In extended product management, you can create hierarchical product groups. Their management is described in more detail in the Product groups guide.
  • Unit: Select the unit used for the product. If a suitable unit does not exist, create it via the Manage units link. In extended product management, units can be managed more extensively. More information is available in the Units guide. 
  • Grouping criteria: Use grouping criteria when you want to add user-defined text information to the product. A product can belong to only one product group, so grouping criteria diversify the structuring and searching of products in the product listing. Grouping criteria are only available in extended product management and act as product keywords. Detailed instructions are in the Grouping criteria guide. 

Stock information

When the company has stock management included in the Premium package, stock information and quantities are also visible on the product card. They help define whether the product is a stock product and what default stock is used when stock transactions are created from the sales invoice.

Stock information includes the following fields and functions:

  • Average price: The average of the purchase prices entered for the product's stock transactions.
  • Changing the average price of stock in FIFO handling:
  • The average price of stock is calculated from the average purchase prices of existing stock transactions. If you want to reset the average price and set a new value, proceed as follows:
    1. Inventory the product to zero for each possible stock.
    2. Set the purchase price to 0 in the inventory.
    3. Make a new inventory entry with the desired average price to the desired stock.

    After this, the product's average price is updated to the new purchase price.

  • Update average price: Use the button when you want to recalculate the average price based on stock transactions.
  • In stock: Shows how much of the product is in different stocks.
  • Reserved: Shows how much of the product is reserved in sales orders (open sales stock transactions).
  • Incoming: Shows how much of the product is incoming to stock (open purchase stock transactions, including purchase orders).
  • Batch handling: Select whether the product is handled by batch and how products are automatically deducted from stock. By default, the batch handling is "No batch handling". If the company has FIFO calculation as the stock valuation method in the sales basic data, the default selection is "Oldest first by delivery date (FIFO)". You can change the selection per product.
    • No batch handling: No batch handling is done for the product in the background. The average price is used for the product in the stock transaction.
    • Manual batch selection: Always manually link a transaction that reduces stock quantity (for example, a sale) to the desired batch. During batch linking, the value is updated from the product batch to the stock quantity reducing transaction.
    • Newest first by delivery date: LIFO handling (Last in First Out). The newest batches are automatically deducted from stock first according to the delivery date.
    • Oldest first by delivery date: FIFO handling (First in First Out). The oldest batches are automatically deducted from stock first according to the delivery date.
    • Newest first by expiration date: The stock row has a "expiration date" field, which directs the deduction so that the product batches expiring last are deducted first.
    • Oldest first by expiration date: The stock row has a "expiration date" field, which directs the deduction so that the product batches expiring first are deducted first.
    • Newest first by manufacturing date: The newest product batches are automatically deducted from stock first according to the manufacturing date.
    • Oldest first by manufacturing date: The oldest product batches are automatically deducted from stock first according to the manufacturing date.
  • Default stock: Defines 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.
  • Shelf location: Open the "Manage product shelf locations" link when you want to manage the product's shelf locations. In the view that opens, from the product's action-specific button you can add a shelf location, move to product information, or move to stock management.
  • Alert limit:Set the stock quantity limit, below which products are listed on the shortage list. If the product has already been ordered so that the in-stock quantity and ordered quantity together exceed the alert limit, the product is not listed on the shortage list.
  • Customs code:Enter the product's customs code if desired. The customs code is used in batch handling on the customs report. The feature is only available if the company has the FIFO stock valuation method in use. The customs code does not print on the offer, order, or invoice.
  • Country of origin: Select the country of origin of the product. The selection affects the transmission of the EDI message, not elsewhere. 

Weight and packaging information

Enter weight and packaging size information for the product. The volume becomes visible when the weight and packaging size are given. This information is included in the EDI message and is mandatory for invoices and orders sent through EDI.

 

After creating the product, you can enter and edit other information on the Basic data editing tab in the product view. All information given during creation can be edited.

Product card

The product view can be accessed from various parts of the system by clicking on the product name. For example, similar to the navigation Payroll > Payroll > Salary model management > select salary model, you can navigate via Products > Product listing and search > select product name.

Product card tabs

Product view

The basic product view conveniently compiles the following information:

  • the most important basic data
  • models in use (variations)
  • references to related products
  • references to similar products
  • additional information fields of the product
  • information on which products the product is included in
  • information on which products the product consists of
  • the stock status of the product

The basic product view can be accessed by clicking on the product name.

Version

At the time of product creation, the first version of the product is formed. By default, the version is not published. Publish the version from the Version management tab when the product is ready.

If there are multiple versions, the version to be handled can be changed from the corner of the product view. The name of the unpublished version appears in gray, the published one in black. There is a separate Versions guide for version management.

Product images

Images added to the product are displayed in their own box. Clicking on the small image shows the image larger. Image management is done from the Image management tab. The main image defined there is displayed as large by default. There is a separate Product images guide for product images.

Basic data

Next to the images are the basic data of the product.

Pressing the customer-specific price link opens a separate view where you can see the selected customer-specific price. More instructions can be found in the Price management guide.

The grouping criteria link shows the grouping criteria values added to the product.

The price group link opens the price groups added to the product. More instructions can be found on the Price groups guide page.

Additional information fields

Additional information fields are visible in the top right corner of the page. The management of additional information field values is done from the Additional information fields tab. The tab can also be accessed from the edit icon of the box.

Composite product/sub-products

On the side of the view, there is information on whether the product belongs to other products as a sub-product and which sub-products belong to this product. You can access the product view of the respective product from the product name. There is a separate Sub-products and composite products guide.

Models in use

The table shows the models in use for the product with stock information. The definition and management of models are done from the Features and models tab. There is a separate Model variations guide.

Related and complementary products

Products can be linked to each other. The links are shown in this basic view and you can drill down to the product view of the linked product. These links can be defined on the Product references tab in the product view.

Stock information

A summary of stock information is visible in its own box on the right side of the page.

  • In stock
    • Shows how much of the product is in stock.
  • Average price
    • The average of the purchase prices entered for the product's stock transactions.
    • If the company has FIFO calculation in use, the average price is calculated as follows:
      (Cumulative quantity * current average price) + (batch remaining * batch unit price) / (cumulative quantity + batch remaining) = current average price.
    • Changing the average price of stock in FIFO handling / running average price calculation:
      1. The average price of stock is calculated from the average purchase prices of existing stock transactions.
      2. If you want to reset the average price and set a new value, inventory the product to zero for each possible stock.
      3. Set the purchase price to 0 in the inventory.
      4. Make a new inventory entry with the correct average price to the desired stock.

      When the inventory entry has been made, the product's average price is updated to the new purchase price.

    • If the stock valuation method is weighted average price calculation, then the change in average price is not possible, because the value does not reset when the quantity drops to zero and the price is considered for the entire purchase history. In this case, it is recommended to change the stock valuation method, for example, to running average price calculation.
  • Stock value
    • Calculates the product of the in-stock quantity and the purchase price.
  • Reserved
    • Shows how much of the product is reserved in sales orders (open sales stock transactions).
  • Ordered
    • Shows how much of the product is incoming to stock (open purchase stock transactions and purchase orders).

Management of product basic data

The product card consists of the following information:

  • basic data
  • price information
  • default information for models
  • bookkeeping information
  • stock information

Basic data

In extended product management, the language of the product can be changed from the section below.

Basic data includes the following fields:

  • Product code: It is always advisable to use a unique product code for products, as it makes price list updates easier.
  • Item: Product name. 
  • Default description: Desired description of the product. It can be displayed, for example, in the product listing.
  • Primary EAN code: An EAN code can be entered for the product. EAN code is transmitted with the e-invoice message (Ean code field) when the format is EAN13 (13 characters long). If order processing is in use in the company, the barcode can be printed on the dispatch note. The primary code is used on the stock order printout. The barcode label printout can select either the primary or secondary EAN code.
  • Secondary EAN code: The product's possible second EAN code. By default, the primary EAN code of the product is sent with the e-invoice. If the primary code is not in EAN13 format and the secondary is, the secondary EAN code is sent with the e-invoice message. If neither EAN code is in EAN13 format, the EAN information is not transmitted with the e-invoice message. 
  • Notes to the financial statements: A .pdf attachment can be added to the product. When adding the attachment, you can choose whether to attach it to the invoice, order, or offer (order and offer require the use of the order processing section).
  • Sales: Select whether the product is sellable. If this is not selected, the product cannot be selected, for example, on the invoice.
  • Storage: Select whether the product should be stored or not. For the information to be visible, the company must have the stock management section enabled.
  • 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. The product group can be added from the Manage product groups link. There is a separate guide page for product groups.
  • Unit: Here you can select the desired unit for the product. If the unit has not been created, it can be created from the Manage units link. There is a separate guide page for this. 
  • VAT rate: The product's tax percentage. 
  • Grouping criteria: Grouping criteria are user-defined text information that can be selected for products to use. Since a product can only belong to one product group, grouping criteria diversify the structuring and searching of products from the product listing. Grouping criteria are only available in extended product management and act as product keywords. Detailed instructions on grouping criteria can be found on the guide page. 

Price information

Price information is not displayed if it is only a stock composite product. In other cases, price information is displayed when the product is sellable.

Price information includes the following fields and settings:

  • Lock: The lock can only be used in conjunction with a model or composite product structure if it is desired that the calculation automation does not overwrite the composite product's price information (for example, when the prices of sub-products are updated). You can choose whether the purchase price and/or the basic price are calculated automatically.
  • Basic price:The product's sales price net, i.e., the amount of VAT is added to this value. If the gross box is also checked, the price is gross and includes VAT.
  • Lowest sales price: The lowest sales price is an information field. If necessary, this can be overridden when making an invoice.
  • Commission percentage:If a commission percentage is entered for the product, selling the product accrues commission for the seller selected on the invoice. A report on commissions for the desired period can be obtained from Sales > Reports by selecting the report format as "Seller report" (requires rights to see commission in sales and accounts receivable rights). If a commission is given in the seller information, it overrides the product's commission on the invoice. To give a commission to the product, you must have edit rights to the commission section in sales and accounts receivable rights. If "Commission is not visible" is selected there, an * is shown in the commission field.
  • Price groups: Price groups can be set either with a price multiplier or the desired final price. If price groups are used, the desired price group must also be selected in the desired customer's additional information field edit tab's Price group field.
  • Customer prices: This allows you to set a customer-specific price, which overrides all other price settings for the respective customer. The price can be given either manually or with a multiplier. More information on price information can be found in the Price management guide.
  • Purchase price: This is the price at which the product is purchased for the respective company, for example, from the importer. The purchase price affects, among other things, the value of the stock. Adding/modifying the purchase price requires edit rights to the purchase price in sales and accounts receivable rights. If the selection is "purchase price is not visible", then an * is shown in the purchase price field.
  • Purchase information: Vendor purchase information is used in conjunction with the purchase order. You can choose at what price to order the desired product from the desired vendor. You can define that a different code and name for the product are printed on the purchase order than in sales. The selection also affects stock bookkeeping and the purchase price of the product recorded in stock for the respective vendor. 

Stock information

Stock information tab includes the following fields and functions:

  • Average price: The average of the purchase prices entered for the product's stock transactions.
    • If the company has FIFO calculation in use, the average price is calculated as follows:
      (Cumulative quantity * current average price) + (batch remaining * batch unit price) / (cumulative quantity + batch remaining) = current average price.
    • If the transactions of old product batches have already been fully used, they do not affect the average price. Only those product batches that remain in stock are included in the calculation.
    • Changing the average price of stock in FIFO handling:
      • The average price of stock is calculated from the average purchase prices of existing stock transactions.
      • If you want to reset the average price and set a new value, inventory the product to zero for each possible stock.
      • Set the purchase price to 0 in the inventory.
      • Make a new inventory entry with the correct average price to the desired stock. After this, the product's average price is updated to the new purchase price.
  • Update average price: The product's average price can be updated manually.
  • Latest purchase price: The field is visible if the company has FIFO calculation as the stock valuation method. It shows the price per unit of the latest purchase batch.
  • In stock: The quantity of the product in stock.
  • Reserved: How many units of the product are reserved. A sales order makes a reservation for the product. 
  • Incoming: How many units of the product are incoming. This is affected by open purchase stock transactions and purchase orders.
  • Default stock: Defines 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.
  • Product location: The product's shelf location in stock. There is a separate Stock and shelf locations guide for stock and shelf locations. 
  • Default 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.
  • Weight: Product weight.
  • Customs code: The customs code is used in batch handling on the customs report. The feature is only available if the company has the FIFO stock valuation method in use.

Management of additional information fields

Management of product-specific additional information fields is done on the product card. You can view and edit the values of additional information fields on the Additional information fields tab.

Management of product features and models

(Product view > Features and models tab)

Management of product features and  models is done on this Features and models tab of the product view.

The product's additional information fields include:

  • product features
  • feature values and their price effects
  • formation of product models
  • editing models and overriding default information
  • setting models in use

Features

The product features with their values are displayed in their own boxes.

 

Adding a feature to the product

If the feature already exists, it can be easily added to the product from the Add feature link. If a suitable feature is not found, a new feature can be created from the Manage features link.

Feature values used on the product

When a feature is added to the product, no price multipliers or changes are set for it. Values and their impact on pricing can be managed from the edit icon of the feature box. The edit opens a page where the values of the feature are managed specifically for this product. Changes do not reflect on other products.

Impact of values on model price

Set price-affecting multipliers and information for the feature values used on the product. These are used in forming the price of models when creating models. Management of product-specific price changes for values is done in the same view where the values used on the product are selected. Open the view from the edit icon of the feature box.

Removing a feature

A feature can be removed from the red cross in the feature box. Removal is only possible if none of the feature's values have been used in already formed models. If the feature is not in use, the removal function is visible in the top right corner of the box.

Models

It is possible to form different models (variations) of the product. This is based on the features and their values defined for the product. The product models are different options of the same product (for example, size and color vary).

The formed models are displayed below the features in their own table.

Formation

Read more about forming models in the Model variations guide.

Editing

Model editing opens in its own window by clicking the edit icon behind the model.

Activation / deactivation

By default, all formed models are in use for the product. Each model has a selection box in front of it. A selected model is in use. Removing the selection and saving the changes deactivates the model.

Setting images

The management of product images is done on the Image management tab. When images have been added to the product, it is possible to define which images represent the created models. This can also be done from the basic view's model table via the Product images link.

More information is available in the Product images guide.

Removal

A model can be removed if it has not been used in purchase or accounts receivable. If removal is possible, a red cross is visible on the model row. If the model is in use, removal is not possible (instead of the cross, a green icon is visible) and the only option is to deactivate the model.

Management of product sub-products

  • building the hierarchy, i.e., connecting other product models to different models of the product
  • defining what products are actually sold when a model of a composite product is sold

Management of product sub-products is done on the Sub-products tab of the product view. The page looks slightly different depending on whether the product has models or not.

A composite product is always built by first creating a new individual product. If the composite product is to have models, models are created for this product next, and finally, the composite product structure is formed from sub-products. The composite product structure is formed by linking existing products or product models in the system to the composite product name or its models as sub-products from the Sub-products tab of the product card.

The difference between a stock and a virtual composite product is defined in the system by whether the Stock checkbox is turned on or not on the composite product name on the product card. If the checkbox is on, the name is read in the system as a stock composite product itself. If the checkbox is not turned on, the composite product is read as not stock itself, i.e., a virtual product name. The sub-products set for a virtual composite product can be stock products that are handled in stock management at the time of use of the composite product instead of the composite product name itself.

Product without models

  • initially, the sub-products to be handled for the product are picked with their values
  • below these, the sub-products or their models that the product actually contains are set for the product

Main product with models

  • initially, the sub-products to be handled for the product are picked with their values
  • if the product has models, default sub-products can be set, which the created models contain (when setting default sub-products, changes can also be updated to already existing models, i.e., the function offers mass functions)
  • below these is a list of the product's models, and for each, the sub-products they contain can be set from those picked for the product initially

Picking sub-products for the product

The function is the same regardless of whether the product has models or not.

Setting sub-products

If the product has models, sub-products are set directly for the models, not the product itself.

Default sub-products

If the product has models, default sub-products can also be set for the models, which are used when creating new models.

Mass functions

If the product has models, sub-product changes can also be updated to already existing models through the management of default sub-products. More about models in the Model variations guide.

Product references

Products can be linked to each other. The basic view of the product shows related main products and complementary products. These links can be defined on the Product references tab in the product view.

The user can freely make links, so their accuracy is entirely the user's responsibility. However, the intention is that:

  • Related main products
    • similar or alternative products
  • Complementary main products
    • for example, in connection with a shelf product, a tablecloth, a cleaning agent intended for the shelf, or another product belonging to the same series

Searching and adding a linked product

Search for the product from the list and pick it up. The link can be removed if desired from the red cross behind the linked product.

The link is now made, and the linked product is also visible in the basic view of the product.


Product versions

Multiple versions can be created for the product, of which only one can be published at a time. Product versions are managed from the Version management tab of the product. A new version is always initially unpublished.

  • Unpublished
    • the product name appears in gray
    • does not appear by default in listings
    • is not available and cannot be selected, for example, for invoices
  • Published
    • the product name appears in black
    • appears in listings
    • is available on invoices, orders, etc. (if marked as sellable)

More detailed instructions on versioning can be found in the Versions guide. 

Product images

(Product view > Image management tab)

Manage the product or main product images on the Image management page. There is a separate Product images guide for product images, which explains in more detail the addition and use of images.

Keywords: New product, product card, product listing, features, models

Frequently asked questions

Question 1: Where can I create a new product in Netvisor?

You can create a new product from the top right corner of the Product listing and search page, from Netvisor's quick menu by selecting Create new > Product, or from the Products tab via "New product".

Question 2: What information do I need to provide when I create a new product?

When creating a new product, the system asks for basic, price, stock, and bookkeeping information. In addition, you can define the product group, unit, storage, and grouping criteria.

Question 3: How can I change the product's average price in FIFO handling?

First inventory the product to zero in each stock and set the purchase price to 0 in the inventory. Then make a new inventory entry with the desired average price to the desired stock. After this, the product's average price is updated to the new purchase price.

Question 4: How do I activate a product version?

At the time of product creation, the first version is formed and it is unpublished. Publish the version from the Version management tab. A published version appears in listings and is available on invoices and orders if the product is marked as sellable.

Question 5: How do I create models (variations) for a product?

First define features and their values for the product on the Features and models tab. Then form models based on these features and values. The models are shown below the features in their own table.

Question 6: How do I link products to each other as complementary or alternative products?

Open the Product references tab in the product view, search for the product to be linked from the list and pick it. You can define related main products and complementary main products. The link is shown in the basic view of the product.

Question 7: When is price information not shown on the product card?

Price information is not shown if the product is only a stock composite product. In other cases, when the product is sellable, price information is shown on the product card.

Question 8: How can I set a customer-specific price for a product?

Set a customer-specific price in the Price information section of the product card in the Customer prices field. The customer-specific price overrides other price settings for that customer.

Question 9: How do I manage a product's sub-products in a composite product?

Open the Sub-products tab in the product view. First pick the sub-products to be handled for the product with their values and then set the sub-products for the product or its models. If the product has models, set the sub-products directly for the models and, if needed, define default sub-products.

Question 10: What is the EAN code used for in Netvisor?

The EAN code is transmitted with the e-invoice message when it is in EAN13 format. If order processing is in use, the barcode can be printed on the dispatch note. The primary EAN code is used on the stock order printout, and the barcode label printout can use either the primary or secondary EAN code.

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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