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
- Product card
- Management of product basic data
- Management of additional information fields
Creating a new product
A new product can be created from the top right corner of the Product listing and search page, via Netvisor's quick menu: Create new > Product or from the "New product" tab.
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.
- Storage: Consideration is given to 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. In extended product management, it is possible to create hierarchical product groups, and you can find more detailed information about their management in the Product groups guide.
- 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. In extended product management, units can be managed more extensively, more information in the Units guide.
- 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. They are so-called product keywords. Detailed instructions on grouping criteria can be found 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.
- 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 this needs to be reset and a new desired value obtained, the following steps must be taken.
- First, inventory the product to zero for each possible stock. Set the purchase price to zero in the inventory. This does not yet reset the purchase price, but then make a new inventory entry with the correct desired average price to the desired stock. This updates the product's average price to this new purchase price.
- Update average price: The button performs a recalculation of the average price based on stock transactions.
- In stock: The quantity of the product in different stocks.
- Reserved: The amount of the product reserved in sales orders (open sales stock transactions).
- Incoming: The amount of the product incoming to stock (open purchase stock transactions, including purchase orders).
- Batch handling:With the selection, you take a stand on two things: 1) Whether the product is batch handled. 2) Whether the product is automatically deducted from stock according to the condition in the menu. For example, if you want to automatically deduct the oldest expiring products from stock, select the setting "Oldest first by expiration date". By default, the product batch handling section has the selection "No batch handling". If the company has set the stock valuation method FIFO-Calculation in the sales basic data, then the default selection is "Oldest first by delivery date (FIFO)". However, the selection can be changed per product.
- No batch handling: No batch handling is done for the product in the background. In this case, the average price is used for the product in the stock transaction.
- Manual batch selection: A transaction that reduces stock quantity, such as a sale, is always manually linked 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: This is Last in First Out (LIFO) handling, and the newest batches are automatically deducted from stock first according to the delivery date.
- Oldest first by delivery date: This is First in First Out (FIFO) handling, and the oldest batches are automatically deducted from stock first according to the delivery date.
- Newest first by expiration date: The stock row has a field "expiration date". The product batches expiring last are automatically deducted from stock first based on this field.
- Oldest first by expiration date: The stock row has a field expiration date. The product batches expiring first are automatically deducted from stock first based on this field.
- Newest first by manufacturing date: The product batches are automatically deducted from stock first according to the manufacturing date.
- Oldest first by manufacturing date: The 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: From the "Manage product shelf locations" link, you can access the management of the product's shelf locations. In the opened view, from the product's action-specific button, you can add a shelf location, move to product information, or move to stock management.
- 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 code:Here you can optionally enter the product's 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. The customs code does not print on the offer/order or invoice.
- Country of origin: The country of origin of the product can be selected. The selection affects the transmission of the EDI message, not elsewhere.
Weight and packaging information
Weight and packaging size information can be given 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/orders sent through it.
After creating the product, it is possible to enter other information, and the information given during creation can be edited on the Basic data editing tab in the product view.
Product card
The product view can be accessed from various parts of the system by clicking on the product name.
Product card tabs
Product view
The basic product view conveniently compiles
- 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 are included
- 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, and it must be done 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, i.e., whether the product acts as a sub-product of another product. Similarly, the possible sub-products of the product are shown, i.e., which products this product consists of. 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. From the information, 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
- 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.
The average price of stock is calculated from the average purchase prices of existing stock transactions. If this needs to be reset and a new desired value obtained, the following steps must be taken.
First, inventory the product to zero for each possible stock. Set the purchase price to zero in the inventory. This does not yet reset the purchase price, but then make a new inventory entry with the correct desired average price to the desired stock. This updates the product's average price to this new purchase price.
- Stock value
- Calculates the product of the in-stock quantity and the purchase price
- Reserved
- The amount of the product reserved in sales orders (open sales stock transactions)
- Ordered
- The amount of the product 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.
- 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. The EAN code can be sent with the e-invoice message (Ean code field), but the format must be EAN13 (the code is 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, but if it is not in EAN13 format and the secondary EAN code is, then this secondary EAN code is sent with the e-invoice message. If neither EAN code is in EAN13 format, the information does not go 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: Consideration is given to whether the product is sellable or not. If this is not selected, the product cannot be selected, for example, on the invoice.
- Storage: Consideration is given to 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: What is 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. They are so-called 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, it is displayed, i.e., if the product is sellable.
- 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 (if, for example, the prices of sub-products are updated). Here you can choose whether you want the system not to automatically calculate the purchase price and/or the product's basic price.
- Basic price:The product's sales price is net, i.e., the amount of VAT is added to this value. If the gross box is also checked, the price is gross, meaning the price includes VAT.
- Lowest sales price: The lowest sales price is currently only a "for information" feature. 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 the sales reports (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 for this to work.
- Customer prices: This allows you to set the price for each customer. This 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, e.g., 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. Here you can define that a different code and name for the product are printed on the purchase order. For example, the product is sold with different information than what is purchased from the importer. The selection also affects stock bookkeeping and the purchase price of the product recorded in stock for the respective vendor.
Stock information
- 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 this needs to be reset and a new desired value obtained, the following steps must be taken.
- First, inventory the product to zero for each possible stock. Set the purchase price to zero in the inventory. This does not yet reset the purchase price, but then make a new inventory entry with the correct desired average price to the desired stock. This updates the product's average price to this new purchase price.
- If the company has FIFO - calculation in use, the average price is calculated as follows:
- 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.
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. The icon opens a page where the values of the feature are managed specifically for this product, meaning changes do not reflect elsewhere.
Impact of values on model price
Different price-affecting multipliers and information can be given to the feature values used on the product, which are used in forming the price of models when creating models. The management of product-specific price changes for values is done in the same view where the values used on the product are selected. This function can be accessed 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 thus "different options" of the same product (e.g., size and color vary).
The formed models are displayed below the features in their own table.
Formation
More information 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. Each selected model is in use for the product. Removing the selection and saving the change deactivates the models.
Setting images
The management of product images is done on its own 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 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, from which removal is done. 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
- 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 naturally 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.
Products can be linked to each other. The basic view of the product shows related main products and somehow related 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/alternative products.
- Complementary main products
- For example, a shelf product in connection with a tablecloth or 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, cannot be selected, e.g., 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)
The page manages the product/main product images. 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
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