On the Product data sheet you create and edit all data of a product: its identifiers (item number, name, type, manufacturer), prices, descriptions, categories, parameters, procurement and accounting settings, as well as its related and replacement products. The same data sheet is used both for creating a new product and for editing an existing one.
A product has two states: active and inactive. You can set the state in the Active field at the top right (No / Yes). An inactive product is not deleted, its data and the earlier documents are kept. The Product type can no longer be changed after saving, so think carefully about which type fits the product when you create it.
Click Main menu / Master data / Products / New: an empty data sheet opens for creating a new product. To open an existing product, select it in the List or Detailed list view and click the Open button. If you create a similar product, the Cloning button gives you a new data sheet filled in with the data of the selected product. The module is only visible in the menu if it is assigned to your user.
At the top of the data sheet you find the Item number, Name, Product type, Manufacturer, Unit of measure, VTSZ/SZJ - KN/TESZOR, Serial number setting, Default site and Default storage location fields.
In the Product type field choose what kind of product it is. The type is mandatory and cannot be changed after saving. The type determines which tabs appear:
In the right-hand column you set the characteristics of the product: Active, Webshop product, Manages stock, Update selling price for webshop orders, DRS (mandatory deposit return system), Packaging deposit, Excise product and Data erase code required. For a new product the default values come from the system settings; updating the selling price for webshop orders is ticked by default, while DRS, Packaging deposit, Excise product and Data erase code required are not ticked by default. When you switch on Packaging deposit, the Packaging tab appears.
On the Prices tab you find three blocks: Selling prices, Purchase prices and List price. The net and the gross field work as a pair: when you change one of them, the other one is recalculated with the selected VAT rate. Use a dot as the decimal separator. The prices entered here apply to all sites and all partner types; if you want other price bands (for example per partner type or site), create them in the Price list. In the information message at the top of the Prices tab, the click here link takes you to the Price list. Read more: Itemized price list.
On the Descriptions tab you find the Short description (appears on invoices and documents), the Packaging note (appears as a warning notice during packaging), the Meta title, Meta keyword and Meta description fields, and below them the editor of the Long description. The webshop uses the meta fields for search engine optimisation.
On the Categories tab you can choose the main category of the product from the Main category in system list (with the + button you can create a new category), and below it, in the Webshop category tree, you can tick several webshop categories with the checkboxes. In the tree, the Search field helps you find the branch you need quickly.
On the Parameters tab you can enter the dimensions of the product (Width, Height, Depth, in mm, including the packaging), the Warranty (month), the Net weight and the Gross weight (in grams); below them the custom parameters created in the Product schemas are displayed. If there is no schema yet, the link in the message takes you to the Product schemas page; the New parameter schema button is only active for a saved product. For a variant product only an information message is shown on this tab, because the parameters are defined per variation. Read more: Product schema list.
On the Procurement tab you can enter in the Preferred supplier field from which partner you usually buy the product (with the + button you can create a new partner), and with the Automatic purchase field you can set whether the system should handle the procurement of the product automatically.
On the Accounting tab you can choose the ledger numbers of the product from the Ledger number - purchase, Ledger number - domestic sale and Ledger number - foreign sale lists (with the + button you can create a new one). Here you also set the Reverse charge product and Intermediated service marks, and the UN number field for dangerous goods. The EKAER required field is for information only at the moment and cannot be changed.
On the Product fee tab you can enter the product fee categories of the product. To do so, you first have to create the product fee items in the settings; only after that does the category selection appear here, until then the tab shows an information message.
On the Related products tab you can collect the products that go well with the product (for example accessories), and on the Replacement products tab the products that can replace it. On both tabs the New button adds a new row, the Delete button removes the selected row, and the AI suggestions button lets you request suggestions. The lists are saved together with the main Save button of the data sheet.
Click the Save button on the Actions tab. The system checks the mandatory fields: if, for example, the name is shorter than 3 characters, an error message appears under the field (on the Hungarian screen: “A megadott érték kisebb, mint 3 karakter”, that is, the entered value is shorter than 3 characters) and the product is not saved. After a successful save the data sheet reloads and the elements that are only available for a saved product appear. If saving fails on the server side, a window tells you the reason.
On the Actions tab, besides Save, you find Delete (deletes the product after confirmation) and Send to webshop. For a saved product (except the variant type) the Product card and Identifiers buttons also appear. The Data send, receive dropdown menu serves the data exchange with external systems (for example Waberers, or Brandbank if installed). On the Additional functions tab the New partner, New task, New category and New ledger number buttons open the corresponding data sheet in a new tab, so you do not have to interrupt editing the product.
When you create a new product, first enter the type and the name, save the product, and only then fill in the Prices, Categories and Parameters tabs. For similar products use the Cloning button in the product list: this way you only have to overwrite the data that differs.
The fields of the data sheet header (the system checks the mandatory fields when saving):
| Field / Element | Mandatory | Description |
|---|---|---|
| Item number | The unique identifier of the product. With the refresh button you can generate a random, 12-character, uppercase code. For a variant product the item number of the base product is inactive, the item number has to be entered at the variations. | |
| Name | The name of the product as it appears on documents and in the webshop; at least 3 characters. With the language button you can also enter the name in another language. | |
| Product type | The nature of the product: Simple product, Variant product, Recipe-based product, Service, Package product or Virtual product - Entry ticket. It cannot be changed after saving and it determines which tabs appear. | |
| Manufacturer | The partner of the manufacturer; it can be selected by searching, and with the + button you can create a new partner. | |
| Unit of measure | The unit of measure of the product (for example pcs, kg). With the + button you can open the settings of the units of measure; it is not visible for the variant type. | |
| VTSZ/SZJ - KN/TESZOR | The customs tariff or TESZOR number of the product, which can be used for invoicing and data reporting. | |
| Serial number setting | The way of individual tracking: No, Serial number required, LOT number required or LOT number and shelf life required. | |
| Default site | The default site of the product; with the + button you can create a new site. | |
| Default storage location | The default storage location of the product (by entering the code of the storage location); with the + button you can create a new storage location. |
The switches on the right:
| Field / Element | Mandatory | Description |
|---|---|---|
| Active | An inactive product is not deleted, its data and the earlier documents are kept. Its values: No and Yes. | |
| Webshop product | When ticked, the product takes part in the webshop synchronisation. | |
| Manages stock | When ticked, the system tracks the stock of the product. For a service it is off for a new product and cannot be changed. | |
| Update selling price for webshop orders | When ticked, a webshop order also updates the selling price of the product. It is ticked by default for a new product. | |
| DRS (mandatory deposit return system) | Marks the products with a deposit (DRS). It is not ticked by default for a new product. | |
| Packaging deposit | When ticked, the Packaging tab appears, where you manage the packaging belonging to the product. | |
| Excise product | Marks the products subject to excise duty. | |
| Data erase code required | Switch for making the data erase code mandatory. |
The fields of the Prices tab (the net and gross values work as a pair, the decimal separator is a dot):
| Field / Element | Mandatory | Description |
|---|---|---|
| Net selling price, Gross selling price | The net and gross value of the default selling price. | |
| Currency, VAT rate | The currency and the VAT rate of the selling price. | |
| Net promotional price, Gross promotional price | The net and gross value of the promotional price. | |
| Discount (%) | The percentage of the promotion. | |
| Sale price validity | The end of the validity of the promotional price (date picker). | |
| Net purchase price, Gross purchase price | The purchase price of the product in net and gross value, with its own currency and VAT rate field. | |
| Net cost price, Gross cost price | The cost of acquiring the product in net and gross value. | |
| Net average purchase price | The average purchase price calculated by the system; it cannot be edited. | |
| Net list price, Gross list price | The list price of the product in net and gross value, with its own currency and VAT rate field. |
The fields of the further tabs:
| Field / Element | Mandatory | Description |
|---|---|---|
| Short description | A short text shown on invoices and documents. | |
| Packaging note | A text that appears as a warning notice during packaging. | |
| Meta title, Meta keyword, Meta description | Data used for the search engine optimisation of the webshop. | |
| Long description | The detailed, formattable description of the product. | |
| Main category in system | The main category of the product in the system; with the + button you can create a new category. | |
| Webshop category | The category tree of the webshop in which several categories can be ticked. | |
| Width, Height, Depth | The dimensions of the product in millimetres, including the packaging; a positive number. | |
| Warranty (month) | The length of the warranty in months. | |
| Net weight, Gross weight | The weight of the product in grams. | |
| Preferred supplier | The partner from whom you preferably buy the product. | |
| Automatic purchase | No / Yes: the setting of automatic procurement. | |
| Ledger number - purchase, domestic sale, foreign sale | The ledger numbers of the product for procurement and for domestic and foreign sales. | |
| EKAER required | Information field, currently not editable. | |
| Reverse charge product | No / Yes: whether the product is subject to reverse charge taxation. | |
| Intermediated service | No / Yes: whether it is an intermediated service. | |
| UN number | For dangerous goods, the selection of the UN number; with the + button you can create a new one. |
The tabular and type-dependent tabs:
| Field / Column | Mandatory | Description |
|---|---|---|
| Product variations | For a variant product: Part number, Packaging value, Packaging name, min., opt. and max. quantity. The variations are saved with the main Save button of the data sheet. | |
| Ingredients | For Package and Recipe-based products: the Part number, Name and Quantity columns. | |
| Related products, Replacement products | The Part number, Product name and Action columns; if the list is empty, the text “The list is empty” is shown. | |
| NTAK fields | Number of persons, Number of entries, Usable (from start date), Ticket price type, Discount, Age group (Korcsoport), Ticket type category, NTAK program. | |
| Packaging | If the Packaging deposit switch is on, the list of the packaging assigned to the product (Part number, Product name, Action). |
The selection of the Product type is mandatory, but after the first save the field is inactive, because the type determines the structure of the data sheet (tabs, prices, stock management). If you chose the wrong type, create a new product with the right type and set the old one to inactive.
For a variant product the item number has to be entered at the variations, therefore the item number field of the base product is inactive and the refresh button is disabled. For the other types the field is editable.
The Name must be at least 3 characters long; if it is shorter, an error message appears (on the Hungarian screen: “A megadott érték kisebb, mint 3 karakter”) and the product is not saved. Also check the Product type and the price fields (enter a number and use a dot as the decimal separator). If the server reports an error, the text of the window shows the reason.
If you have already used the product on a document, rather set the Active field to No: this way it stays in the records and does not affect earlier documents. Use the Delete button for new products that have not been used yet; the system asks for confirmation.
Tick the Webshop product checkbox and save the product. The change goes out with the scheduled synchronisation; if you want it immediately, use the Send to webshop button on the Actions tab. Webshop orders can also update the selling price if the Update selling price for webshop orders switch is on.
The tabs depend on the type and on the saving state: the Prices tab is not visible for a variant product; Product variations only appears for a Variant product, Ingredients only for Package and Recipe-based products, NTAK only for the Virtual product - Entry ticket type; Pictures and Files only for a saved product; and the Packaging tab only if the Packaging deposit switch is on.
The prices entered on the Prices tab apply to all sites and all partner types. You can create different price bands in the Price list. Read more: Itemized price list and Grouped price list.
You first have to define the parameters in the Product schemas, and then they appear on the Parameters tab of the product. Read more: Product schema list.
In the product list select a similar product and use the Cloning button: the new data sheet opens with the data of that product and you only have to overwrite the differences. Read more: Product list.
The Products module is only visible in the menu if it is assigned to your user. If you do not see it, ask the system administrator to check the module assignment.
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