Product - Master data

Your item master: every product you stock, make, buy or sell. Almost everything else (purchases, sales, production, stock) refers back to a product set up here.

When to use it

Whenever you start dealing in a new item. You add it once, then use it on vouchers.

Before you start

Set up the basics first: Unit of Measure, Product Group and, if relevant, the ledger and cost center.
You need an admin or inventory role.

Where to find it

Masters > Product > Product.

The fields on this screen

Section	Field (on screen)	What to enter	Required
Product Info	Product Name	Name of the item as it should appear on bills and stock reports.	Yes
Product Info	Stock Item (uncheck for a service / non-stock product)	Tick for an item you hold in stock. A service left ticked writes real stock movements.	No
Product Info	Allow Negative Stock (skip the availability guard for this product)	Leave OFF. When ON, this product is exempt from the stock-availability check and can be issued below zero.	No
Product Info	Valuation Method	How the stock value is worked out: FIFO or Weighted Average.	Yes
Product Info	Base Unit	The unit stock is held in. Every other unit converts back to this one.	Yes
Product Group Info	Product Type	What this item is, such as Raw Material, Finished Goods or Service Product.	Yes
Product Group Info	Product Group	The group this item belongs to. It drives how stock reports are grouped.	Yes
Ledgers	Purchase Ledger	The account a PURCHASE of this item debits. Starts on Purchase (Invoice Default); pick another only for a purchase account of its own. Never a sales account.	No
Ledgers	Purchase Return Ledger	The account a PURCHASE RETURN of this item credits. Starts on Purchase Returns.	No
Ledgers	Sales Ledger	The income account a SALE of this item credits. Starts on Sales (Invoice Default). Never a purchase account.	No
Ledgers	Sales Return Ledger	The account a SALES RETURN of this item debits. Starts on Sales Returns.	No
Unit	Unit of Measure	An extra unit this item can be bought or sold in.	Yes
Sub Products	Sub Product Name	Name of a variant of this item, such as a size or grade. Stock can be reported per variant.	No
Sub Products	MRP	The maximum retail price of this variant.	No
Sub Products	Applicable Product	(not explained yet)	No

Adding a record

Open Masters > Product > Product.
Click Add / New.
Enter the Product Name, then pick the Product Type, Product Group, Valuation Method and Unit.
If you want, set the two ledgers, the MRP and the cost center. Accounting Ledger is the account a purchase of this item posts to. Sales Ledger is the income account a sale of it posts to. If you leave either blank, that side goes to your general Purchase or Sales account.
Click Save.

Changing or deleting a record

To edit, open the product from the list, make the change and Save.
Avoid deleting a product that appears on past vouchers or in a BOM. Stop using it instead.

Worked example

A factory adds a finished product:

Product Name: Office Chair, Product Type: Finished Goods, Product Group: Finished Goods, Valuation Method: Weighted Average, Unit: Pieces.

Tips and common mistakes

Always set the Product Type correctly. It tells the system whether the item is a raw material it consumes or a finished good it produces.
Product names must be unique.

Product Group, Product Type, Unit of Measure, Bill of Materials