Products

This page shows you how to find, create and change the products in your catalogue: the list, every tab and field of the product page, product images, packsizes, components and minimum / maximum levels. It is for client users who can view products, and in particular for those who manage them.

Who can use this

• To see the product list and open a product you need access to View products.
• To create products, change them, upload an image or import from Excel you need Manage products. Manage access includes viewing.

Your warehouse sets these switches for each user. If you can only view, every product page opens as read-only text. See View only and Administer access.

How to get there

Master data > Products

The product list

The list shows every product of your company that is still active. At the top you find the page title Products and the line of Help text reads "Manage your product catalog. Click a row to edit an item."

The product list for a user who can manage products.

Buttons at the top

Search and list tools

Above the grid you find a search box (Search...) and the buttons Filters (shows a filter row under the column headings), Columns (choose which columns are shown), Export and Export to Excel. When a filter is on, a Clear filters button with the number of active filters appears. Your column and filter choices are remembered for next time. The difference between Export and Export to Excel is explained in Importing and exporting with Excel.

Columns

You can sort and filter every column except the picture.

Opening a product

Click once on a row, or move to it and press Enter, to open the product page. You do not need to double-click.

Create a product

1. On the product list, click New product.
2. Fill in SKU. It is the only required field.
3. Fill in any other fields you want on the Details tab. Turn on the attributes the product needs (for example Lot controlled) before you save, because they are locked once the product holds stock.
4. Click Create product.

The page shows the toast Product created. and opens the new product. The image panel, the Inventory tab and the stock figures appear only for a saved product, so add the image after this step. Click Cancel if you do not want to create the product.

The product page

At the top you see the word Product and below it the SKU as the page title (or New product for a new one). The buttons are:

• Back to products: returns to the list.
• Refresh (saved products only): reloads the product from the warehouse and drops any change you have not saved.
• Update (saved products, Manage products): saves your changes.
• Create product and Cancel (new products, Manage products).

After you save a change, a small Saved indicator appears next to the title.

For a saved product, a row of figures shows the stock the warehouse holds for you:

Tabs

If you turn off the switch behind the tab you are on, the page goes back to Details.

If you can edit, there is a grey line of Help text under each field. A view-only user does not see it, because there are no boxes to fill in. Required fields are marked with a red asterisk. A missing required field is reported by one red message at the top of the page when you press the save button, not next to the field.

Details tab

The Details tab has four sections that you can open and close: Identification, Attributes, Dimensions & weight and Freight details. The image panel sits on the right.

The Details tab of a saved product.

Identification

Attributes

Attributes are Yes / No switches. All of them start at No on a new product. They tell the warehouse how the product is received, stored and picked.

Some options only appear after another one is chosen:

Combinations that cannot work are not offered: a product cannot be both serial controlled and packsize controlled (a serial number identifies one unit, a packsize holds several), and a decimal controlled product cannot also be serial controlled, packsize controlled or a bill of material, because those are counted in whole units. If you switch one on, the switches that no longer fit disappear.

Attributes are locked once the product has stock

When a saved product has stock on hand or allocated, the attribute switches and their options are locked: Bill of material, Lot controlled, Serial controlled, Expiry controlled, Manufacture date controlled, Decimal controlled, Packsize controlled, Lot pattern, Serial pattern, Inbound allowance, Outbound allowance and Units of measure. A yellow note with a lock icon appears at the top of the section:

These attributes are fixed because this product has stock on hand. They describe how existing stock was received, so changing them now would leave that stock described by rules it was never counted under.

While the stock figures are still loading the attributes are also locked. A new product is never locked. Everything else on the product, such as the SKU, description, category, barcodes, dimensions and freight details, stays editable. The same rule applies when you import products from Excel, for the columns the import can set (lot, serial and expiry control and the unit of measure). A row that would change one of them on a product that holds stock is skipped. It is counted as skipped and listed under Warnings with the reason, and the other rows still import. A blank cell keeps what is stored, so it never counts as a change.

If a save would change a locked attribute, the save is refused with a plain sentence that names the setting and the stock, for example "Cannot change [Lot controlled] on [SKU-1] because it has stock: [10] on hand and [0] allocated. These settings describe how that stock was received. Move or consume the stock first, then change the setting."

Attributes of a product that has stock.

Dimensions & weight

This section is hidden for decimal controlled products.

Freight details

Some product values are not shown in the portal (for example reference numbers and substitute groups that your warehouse maintains). Saving in the portal never erases them.

Image

The panel on the right of the Details tab is headed Image.

• On a new product it says Save the product first to add an image.
• On a saved product it shows the current picture, or a picture icon if there is none. Click Upload image (the button reads Uploading... while it works) and choose the file.
• Each product has exactly one image. A new upload replaces the old one. The panel says JPG or PNG. The new image replaces the current one.
• The file can be up to 5 MB. If it is too large, a red message appears under the button: Cannot upload, file exceeds maximum limit [5 Mb]. A file over 15 MB is stopped before it is sent, with a message that starts Supplied file with size (in English).
• When the upload works, you see Image uploaded. The picture is also resized for the list and the product page.

The Upload image button is shown only to users with Manage products.

Packsizes tab

A packsize is a way the product is packed, such as a case of 12 or a pallet of 240. The tab appears when Packsize controlled is Yes. Each pack is a collapsible section titled with its name and its number of units, for example Case (x12); a pack you have not named yet is titled New packsize.

The Packsizes tab with a new pack being filled in.

The each pack. The pack of one unit is created and kept up to date automatically from the product itself (its UPC, barcode type, dimensions, weight and description). It is collapsed, locked and marked with the note The each packsize is maintained automatically from the product itself, so its details are not edited here. It appears when you save the product with Packsize controlled on.

For every other pack you can fill in:

• Click Add packsize to add a pack.
• Click Remove to delete a pack you have not saved yet. A pack that has already been saved cannot be removed in the portal; the page says The each packsize is created and maintained automatically. Packsizes already saved are removed from the warehouse app. Ask your warehouse if you need one removed.
• If you save a pack with fewer than one unit, the product is not saved and the message is Invalid packsize. Eaches must be greater or equal to one.

Components tab

The tab appears when Bill of material is Yes. It lists the products that make up this product. The heading is Bill of material. Until you add a line it says No components yet.

1. Click Add. A new line appears with quantity 1.
2. In the SKU column choose the component from the list (it starts with -- select product --). The list offers your own products by SKU, without the product itself, up to the first 1,000 products of your catalogue.
3. Type the Quantity of that component needed for one unit of this product.
4. The UOM column fills in by itself from the chosen product (Ea when it has none).
5. Click Remove on a line to delete it.
6. Click Update to save.

Lines with no product chosen are dropped when you save. An empty quantity is saved as 0.

Min / Max tab

This tab sets a minimum and a maximum level for each warehouse. The heading is Min / Max, and there is one row for every warehouse of your account, with the columns Warehouse, Min and Max. A blank box means no limit. If your account has no warehouses it says No warehouses. When you save, a row where you have cleared both boxes is removed.

Inventory tab

The Inventory tab is read-only. It lists where the product is stored right now, ten rows to a page, with the highest Available first. Use Refresh to reload it.

With no stock it says No on-hand stock for this product. For more detail on stock, see Inventory.

Saving

• One click saves the whole product: details, packsizes, components and min / max levels together.
• Update on a saved product shows the toast Product saved., reloads the product and stays on the page.
• Create product shows the toast Product created. and opens the new product.
• If the SKU is empty you see SKU is required. and nothing is saved.
• If the warehouse refuses the save you see a red banner Could not save the product: {0}, where {0} is the reason it gives. Nothing is saved; correct the problem and click the button again.

View-only users

Without Manage products the product page shows every value as plain text. There is no input box, drop-down, switch or text area anywhere on the page, not even a greyed-out one. The blue note at the top says You have view-only access to this section. Contact your warehouse provider if you need to make changes. There are no Update, Create product, Cancel, Add, Remove or Upload image buttons; the picture itself is still shown. You can still look at every tab, use Refresh and export.

• Details: the same four sections as the form, in the same order (Identification, Attributes, Dimensions & weight, Freight details). Each row is the field name with its value beside it. A row that the form hides is hidden here too, for example Lot pattern on a product that is not lot controlled. A field with nothing in it shows a dash (—). A switch shows Yes or No. A drop-down shows the chosen value, and Cube shows the calculated value. The Help line under each field and the lock note are not shown.
• Packsizes: one card per packsize, titled with its name and number of units, for example Case (x12), with its fields as text. A packsize whose Cartonization is empty shows Inherit. There is no Add packsize and no Remove.
• Components: the table of SKU, Quantity and UOM, with no Add and no Remove.
• Min / Max: one row for every warehouse with its Min and Max as numbers, or a dash where no limit is set.

A product page for a view-only user.

Messages you may see

Good to know

• The unit of measure of a product can be set on screen only for decimal controlled products. For other products the UOM column of the list may still show a value that came from an Excel import.
• The Components list offers up to the first 1,000 products of your catalogue.
• The product list shows only active products. Use Export to Excel to see all of them.

Related pages

• Importing and exporting with Excel
• Master data
• Inventory
• Product, LPN and bin details
• View only and Administer access