Purchase Products
Purchase Products is your catalog of items you buy and (optionally) sell. A product can be a physical good or a service, can carry a selling price and a cost price, and — for goods — can track inventory so you always know how much stock is on hand.
This item appears if the Purchase module is enabled and your role has the View Product permission.
How to add a product
- Go to Purchase → Products.
- Click Add Product.
- Choose the product Type — Goods or Service.
- Fill in the details below. The visible fields change depending on the type (services have no SKU and no inventory tracking).
- Save with Save, or Save & Add More to add another straight away.
Product fields
| Field | Required | Notes |
|---|---|---|
| Type | Yes | Goods (default) or Service. Services cannot track inventory. |
| Name | Yes | Must be unique within your company. |
| SKU | No | Stock-keeping code. Hidden for services. |
| Unit Type | No | The unit of measure (e.g. piece, hour). Defaults to your default unit. |
| Product Category | No | Use Add to create one inline (needs Manage Product Category permission). |
| Product Sub Category | No | Loads after a category is chosen. |
| Selling Price | Yes | The price you sell at. |
| Purchase Information | — | A checkbox (on by default) that reveals the Cost Price field. |
| Cost Price | Required if Purchase Information is ticked | What you pay to buy the item. |
| Tax | No | One or more taxes applied to the item. |
| HSN/SAC | No | Tax classification code. |
| Purchase Allow | No | Controls whether the item can be purchased. |
| Downloadable | No | If ticked, you can attach a downloadable file. |
| Downloadable File | Required if Downloadable is ticked | The file delivered with the product. |
| Track Inventory | No | (Goods only) Turns on stock tracking for this product. |
| Opening Stock | Required if Track Inventory is ticked | The quantity on hand when you start. |
| Description | No | |
| Images | No | Up to 10 images; one can be set as the default. |
Goods vs. services and inventory
- Goods can have a SKU and can Track Inventory. When tracking is on, the product gets a stock record and an opening-stock adjustment.
- Services are never tracked for inventory and have no SKU.
Adjusting stock for a product
For a tracked good you can correct the stock level directly from the product:
- Open the product and, from the Action menu, choose Adjust Stock.
- Choose the Mode of Adjustment:
- Quantity — change the number of units on hand.
- Value — change the per-unit cost/value.
- Fill in the fields and save.
Quantity mode fields: Date (required), Reference Number, Reason (required), Description, Available Quantity (read-only), New Quantity On Hand, Quantity Adjusted (calculated), Cost Price.
Value mode fields: Date, Reference Number, Reason, Description, Current Value (read-only), Changed Value, Adjusted Value (calculated).
Opening the adjust form needs the Add Inventory permission; saving it needs Edit Inventory. To adjust several products at once, use the Inventory module instead.
The product detail page
| Tab | What it shows |
|---|---|
| Overview | Product info, sales information (selling price), purchase information (cost price), and — for goods — a stock panel: Opening Stock, Stock On Hand, Committed Stock (quantity in unpaid invoices) and Available For Sale. |
| Images / Files | Product images and attachments. |
| History | A log of changes to the product. |
From the Overview Action menu you can Adjust Stock (goods only), Edit or Delete.
Status
Products are Active or Inactive. Inactive products are hidden from normal listings. You can change status (and toggle "purchase allowed") individually or in bulk from the list using the quick actions.
Permissions
| Action | Permission |
|---|---|
| View products | View Product |
| Add a product | Add Product |
| Edit / change status | Edit Product |
| Delete | Delete Product |
| Open / save stock adjustment | Add Inventory / Edit Inventory |
How products connect to the rest of purchasing
- Products are the line items you pick on purchase orders, bills and vendor credits.
- For tracked goods, stock on hand goes up when a purchase order is marked Delivered, and down when the item is sold on invoices.
- The Inventory module and Purchase Reports report on these stock levels.