Products

Your product catalog is the engine behind every transaction in CifraHQ. Every line on a purchase order, sales order, or invoice pulls its description, price, and tax code from a product record — so the more accurately you set up your products, the less your team has to type when processing orders.

How to create a Product

Go to Master Data > Logistics > Products.
Click the + Data Entry button and select New.
Enter a SKU (unique product code) and a Description.
Enter the Cost (purchase price) and Sales Price.
Select the Currency for this product's prices.
Select a Tax Code if the product is taxable.
Configure the product type flags (see below).
Save.

You can also import products in bulk using the Import option under the + Data Entry button.

What each field means

SKU — the unique product identifier shown on all documents. Choose codes that are meaningful to your warehouse and purchasing teams.
Description — the line description that appears on Purchase Orders, Invoices, and delivery notes. This is what your Customers and Vendors see, so make it clear and complete.
Cost — the standard purchase cost; pre-fills as the default unit cost when this product is added to a purchase order. Update it when your supplier changes prices.
Sales Price — the standard selling price; pre-fills when this product is added to a sales order or invoice. Can be overridden per transaction.
Product Group — optional grouping that controls which GL accounts are used for sales and cost of goods, and how products appear in sales mix Reports.
UPC / Barcode — used for scanning at goods receipt and for warehouse system integrations.

Product type flags

Flag	What it means
Inventory Item	CifraHQ tracks stock levels for this product — quantities increase on receipts and decrease on deliveries. Non-Inventory items (services, freight) don't affect stock.
Pack Size Controlled	The product is sold and received in packs (e.g., boxes of 12). You enter the number of packs on transactions; CifraHQ multiplies by the pack count to get individual units.
Lot Controlled	Each batch of stock carries a lot number for full traceability from receipt through delivery. Essential for regulated or perishable goods.
Serial Controlled	Every individual unit has a unique serial number. Use this for high-value items where per-unit tracking is required.
Expiry Controlled	Stock carries an expiry date per lot. CifraHQ can flag Inventory nearing its expiry so you can prioritise it for sale or disposal.
Bill of Material	The product is assembled from component products. Use this for manufactured goods or bundled kits.
Is Instrument	Marks a reusable surgical instrument rather than a consumable. Instruments ship out in a tray and are expected back, so a missing one is a lost tool, not a sale. Only shown when Inventory Item is on.
Discontinued	Hides the product from new transactions while preserving its full history on past documents.

Classifying instruments and consumables

If you use Surgical Trays, every product in a tray is either a reusable instrument or a consumable. The setting lives on the product, not on the tray, because a drill guide is a tool in every tray it appears in — set it once and every tray follows. Tray contents show the result in the Role column as either Instrument or Consumable.

To classify a whole catalogue at once rather than one product at a time:

Go to Master Data > Logistics > Products.
Under + Data Entry, choose Export.
In the spreadsheet, set the IsInstrument column to TRUE for your reusable instruments and leave it FALSE (or blank) for consumables.
Return to the products list and choose Import, selecting the edited file.

The classification flows straight through to the warehouse system, where instruments are counted and reconciled differently from consumables when a tray comes back.

Tips

For pack-size products, define each pack size (inner pack, box, pallet) on the product detail page with its own barcode, cost, and sales price — this means your team can scan any packaging level and CifraHQ knows exactly how many units it represents.
Services, freight charges, and consulting fees should be set up as products with Inventory Item unchecked — they appear on Invoices like any other line but never affect stock.
Assign products to Product Groups if you want separate GL accounts and revenue reporting by category — for example, tracking Electronics revenue separately from Accessories.
If a product's Cost is a tiny fraction (for example 0.0015), it can round to 0.00 on screen with the default 2-decimal display. Increase the cost precision under Setup > System > Configuration > Business > Inventory > Products > Number of decimals to show for product cost (up to 6 decimals). This affects how cost is shown and entered everywhere, including the products list and production orders, without changing any stored value.

Product images and attachments

Every product can carry a set of images and a set of document attachments, both in the product detail page sidebar.

Images

Upload product photos from the Images section. CifraHQ accepts the common image formats: PNG, JPG/JPEG, GIF, BMP, WebP, TIFF, and SVG. Raster images are automatically resized into optimized thumbnails; SVG logos are stored as-is so they stay sharp at any size. Click a thumbnail to view it full size, or use the delete button to remove it.

Attachments

Use the Attachments section to keep supporting documents with the product: spec sheets, safety data sheets, certificates, manuals, or any related file. Accepted types include PDF, Word, Excel, PowerPoint, text, CSV, HTML, ZIP, and image files (up to 50 MB each). Click Upload in the section header, optionally give the file a friendly display name, and it appears as a card. Image files show a thumbnail preview; other files show a type icon. Hover a card to download or delete it. Attachments stay private to your company and are never sent to connected warehouse systems.

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