The product register contains items such as spare parts used on equipment, or Spots, and in maintenance work. Creating a product saves its details but does not add any stock. Receiving stock and linking a product as a Spot spare part are separate actions.

Prerequisites

Your organisation must have the warehouse feature enabled, and you must have permission to create products. Changing an existing product's details requires edit permission. First search for the product by name or code to avoid creating the same product again.

You need a name, a unique code, a product category and a storage unit. Multiple products can have the same name, but the same code cannot be used for another product. The name, code, additional name and EAN code can each contain up to 256 characters. Leading and trailing spaces are removed from the name and code when saving.

Creating a product in the browser

  1. Open Manage warehouses → Products from the main menu. Select Create new product above the product table.
  2. On the Basic information tab, fill in Name and Code, and select Product category and Storage unit.
  3. On the same tab, add an additional name, EAN code, sales account, manufacturer information, vendors and attachments as needed.
  4. Open the Product information tab. Fill in the additional information, dimensions and prices needed for this product. If needed, select the Spots to which the product will be linked as a spare part.
  5. Check the details and the Product in use selection. Select Create new product at the bottom of the form.

If there is no suitable category, you can start creating one using the Create new product category button next to the category selection on the Basic information tab. This requires permission to create product categories. Otherwise, ask a user with the required permission to add the category.

Basic information, units and attachments

Product in use is selected by default, and Storage unit defaults to pcs. Select the unit according to how the product is actually handled: a part handled as individual pieces and a material used by the metre need different units. Stock quantities are expressed in the selected storage unit.

Additional name and EAN code are optional search details. In the Manufacturer and vendors info section, you can fill in the Manufacturer and Additional manufacturer information fields.

When the purchase order feature is enabled, the Basic information tab also displays a Vendors selection. You can select multiple vendors. These selections create permanent links between the product and the vendors and are saved with the product. This selection does not set the vendor's purchase price or delivery time.

You can add attachments in the attachment area at the bottom of the Basic information tab. Attachment processing continues after the product has been created, so check separately that the attachments have been saved.

Product information and dimensions

The section named Product information on the tab of the same name is where you enter the values of the shared product information fields for this particular product. The field names, types and order are shared by all products; they cannot be changed in this form. You do not need to fill in every value. Field maintenance is described in defining product information fields.

The same section contains separate Weight, Length, Width and Height fields, as well as a Measure unit selection with the options mm, cm and m. The measure unit is separate from the storage unit. Naming an additional field Length, for example, does not link it to the actual Length field. Names and unit selections do not automatically convert stored numeric values.

Sales account

Sales account on the Basic information tab links the product to a sales account defined in the service. This selection is optional: you can leave the field empty or change the selection later if you have permission to edit the product. Search for an account by name or account number. Viewing the selection list requires permission to read customers.

If the required account is missing, ask your local administrator to add it. Read more about sales accounts and financial classifications. A sales account linked to a product cannot be deleted until the link has been removed or changed.

The product's sales account and the sales account on a contract billing row are separate details. When you add a new product row to a contract, its default sales account comes from the customer. Changing the product's sales account does not change existing billing rows on the contract. Check the billing row's sales account separately.

Prices and VAT

The Product information tab contains Buy price, Sell price and Default VAT %. Buy and sell prices can be empty or zero or greater. These are the product's price details, rather than the actual purchase prices of a received purchase batch. Check separately the prices and terms used in a task, purchase or contract.

Default VAT % is the product's default value used when adding a new product row to a contract's billing rows. The allowed range is 0–100. A value of 0% also counts as a specified default; an empty field uses the contract form's default tax percentage. Changing the product's default does not itself update billing rows that have already been saved.

Reservation daily price

On the Product information tab, enter the Reservation daily price in euros and cents. The daily price is euros + cents / 100; a missing part is treated as zero. Count only weekdays excludes Saturdays and Sundays from the product's reservation cost. If the reservation target had weekday-only calculation enabled when the reservation was created, weekends are excluded even when the product's own selection is disabled.

The product's reservation cost is the daily price × the number of days counted × the reserved product quantity. Only days within both the review period and the reservation are counted; both the start and end dates are included. If the reservation has no end date, the end of the review period is used. For example, a daily price of €2.50, three days counted and four reserved products give a cost of €30.00. The total is displayed as a currency amount with two decimal places.

The calculation uses the product's price details, so changing the price may also change the recalculated cost of an earlier reservation. Check the calculation after making a change. A Spot's own reservation costs are defined separately; read more in reservation costs and billing.

Linking a product as a Spot spare part

In the The product works as a spare part for spots section on the Product information tab, you can select the Spots to which the new product will be linked as a spare part. The link indicates that the product belongs to the Spot's spare parts. It does not consume or transfer stock.

Creating spare part links requires a separate create permission, and the product must be in use. The links are created only after the product has been saved. If linking fails, the product may still have been created. Check the selected links before attempting to create the product again. Subsequent linking and use are covered in linking a spare part to a Spot and a task.

Android and iOS

On mobile, you need the warehouse feature and permission to create both products and warehouses: in the current implementation, displaying the add icon checks warehouse create permission, while saving checks product create permission. Product create permission alone therefore does not guarantee that the icon will appear.

  1. Android: open Products from the main menu and tap the blue plus icon in the product list's top bar.
  2. iOS: open Todo → Products and tap the add product icon next to the search icon in the product list's top bar.
  3. Fill in Name and Code, and select Category and Storage unit. Code corresponds to Code in the browser, and Category corresponds to Product category. Select the unit on the form.
  4. Fill in manufacturer information, buy and sell prices, and the Warehouse alert limit as needed. Add attachments using Add File; the creation form allows up to three attachment selections.
  5. At the bottom of the form, select Add Product on Android or Save on iOS.

The mobile alert limit is a general warehouse alert limit: the same limit applies to all warehouses. Other alert methods and default warehouse slots are defined in the browser. The mobile creation forms do not contain Sales account, Additional name, EAN code or Default VAT % fields, shared product information field values, or the browser's vendor and spare part link selections. Add these in the browser after creation if needed. On mobile, attachments are also uploaded only after the product has been created.

Checking saved details and stock balances

Search for the saved product in the Products list using its code and open it again. In the browser, the edit form opens from the product's name or the pencil icon on its row. Check the name, code, category, storage unit, prices and whether the product is in use.

Check the selected vendors separately on the saved product's Vendors tab, the spare part links in Product information → Spots linked to the product, and that the attachments are visible and can be opened. Finding the product alone does not confirm that all links and attachments were saved successfully.

In the browser, Warehouse balances and Default slots and alert limits are available when editing a saved product. Creating a product does not create a receiving event. Record the arrival of goods as described in receiving and issuing products. Setting default slots and alerts is described in product balances and alert limits.

Taking a product out of use

Open the saved product in the browser and clear Product in use on the Basic information tab. Save the change. The product remains in the register: this does not delete the product or reset its stock balance to zero. The product is excluded from selection lists that show only products in use.

The application prevents taking a product out of use if its total stock balance is positive or it has any of the following links:

  • a spare part link to a Spot or use in a task template
  • a task that has not been marked as completed
  • a service request whose status is not Completed, Cancelled or Forwarded
  • a contract billing row or task setting when the contract has not been archived or deleted
  • an offer row in an offer whose status is Opportunity, In Progress or Offer Sent
  • a product inquiry section whose status is Draft, Sent, Waiting for processing or Partially delivered.

In these cases, investigate the product's use before continuing with the change. Previous use in a completed task or a closed service request alone does not prevent taking the product out of use if there are no other blocking links. Open the product again after the change and check whether it is in use. If the search is filtered to show only products in use, remove that filter to find the product.