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Products Management

Adding Products

  1. Go to – Products > Add Products.
    o Provide a Product Name,
    Brand,
    Units,
    Category
    Sub-category
    SKU: Add a unique SKU which will be used to identify the product & Print barcode in labels. Leave it empty to auto-generate it. You can also add a Prefix for auto-generated SKU.
    o Steps to change the default SKU length:

Barcode Type: Select a barcode type, default/recommended is C128 option. We recommend changing if only if the product added already have an SKU number for it.
Not For Selling: If a product is marked not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using manufacturing module to make the ingredients as product not-for-selling also if you want to temporary disable selling for some products.
Alert Quantity: Alert quantity is used to alert when remaining stocks reaches to this level or below it.
Manage stock: Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development Printing. For items with Manage Stock Unchecked (disabled), you can sell them in unlimited quantities. Selling of service using SMARTBMS ERP

  1. Business Location: Select the business location(s) where this product can be sold or purchased.
  2. Select Applicable tax for that product. Adding Tax
  3. Product Type:
    Single Product:
    1. Applicable for products with no variation with them then select single
  4. When selecting Single product – You will need to enter the Default product price including/excluding tax, Profit Margin % (you can set default profit margin from settings -> Business Settings; this will help to type % every time). Based on the profit margin it will auto calculate selling price excluding of Tax. You can also enter the selling price manually and it will auto adjust the profit margin for you.
    Variable Product:
  5. Applicable to a product having variations (like size or color or design or flavors etc.) You can define variation templates from Products -> Variations. The advantage of creating variation is that it saves time to add same variations multiple times.
  6. When selecting Variable product – It will display different fields to add all variations and its related Purchase price, Selling Price. You have to select the variations from the dropdown and it will auto-populate the variations for that template. You can change the variable name, Variation values.
  7. To give same purchase price or selling price or profit for all variations of a product click on the double tick present in the first variation.
  8. Read more about adding variations
    Combo or Bundle Product

Adding a bundle product

  1. Combo product are also called bundle products.
  2. It is offering several products as one combined product.
    For example a product “Computer Set” can have: 1 PC Monitor + 1 PC CPU + 1 Pc Keyboard + 1 PC mouse
    So when someone buys Computer set, she gets all the products in it.
  3. Stock of bundled product depends on stock of individual products present in that bundle.
    Example: if you have 5 PC Monitor, 4 PC CPU, 10 pc Keyboard, 50 PC mouse, the stock of Computer set will be 4 PC.
  4. When the bundle product is sold, stock of all products inside them is automatically deducted.
  5. Individual products present in bundle product can also be sold separately.
  6. Bundle products cannot be purchased, only individual products present in it can be purchased.
    Click on Save.
    You can edit a product. You can also Copy / Export to CSV, PDF or Excel file.
    Adding Products with multiple variations:
    If you have products which involve multiple variations like for example a Shirt can have Color & Size variation, then we have multiple ways to work with it:
    Solution 1, Create combined variation: Can a variation with a name “Color-Size” and add values like Red-Small, Red-Medium, Red-Large, etc., this can be used for while adding the Shirt.
    Solution 2, Create multiple Products: Create multiple different products like Shirt-Red, Shirt-Green, Shirt-Blue with size as variations. When you create multiple products, you will NOT have to enter the same details multiple times, first, add the Shirt-Red with all size variations of it and then use the Duplicate Product action to copy the data.
    Select Required variations:
    While adding variable products, you can select only the required variation values.
    In your add/edit product screen, select the product type as ‘variation’ and select the variation name (e.g., color).
    A dropdown will be displayed, in which you can select the required variation values.

Assigning/remove locations of multiple products at once:
Go to List Products and refer to this screenshot.

Deactivating & Activating Product:
Refer to the screenshot.

Using Product barcode:
Question:
How can we use the product’s barcode instead of creating and printing new for every product?
How can we use the brand’s barcode of the product instead of creating and printing new for every product?
Answer:
When creating a product, in the SKU field enter the barcode number of the product. This barcode will be used to identify the product in all screens like POS, Sales, purchases, reports, and others.
How to add a product that already has a Barcode?
Adding products that already have a barcode, follow the same steps as adding any other products.

  1. Go to add products
  2. Fill in all the product details
  3. IMPORTANT: in the SKU field scan or enter the barcode of the product.
    Adding product quantity or adding product stock
    For systematically managing your business, product quantities can be added in 3 ways:
  4. Adding Opening stock
  5. Adding purchases
  6. Manufacturing product: Useful for manufacturers, required manufacturing module.
    Variations
  7. Variations can be added from the Products -> Variation’s menu.
  8. These variations are used in variable products product.
    Example of variation is, for example, Jeans can have multiple colors, so add variations called Colors and provide the value for it. As given in the image below.

NOTE: Delete variation option will not be shown for variations that are already used in some products
Adding Multiple Variations for Products
If a product has more than one variation, for example, A shirt with size ‘M’ and brand ‘POLO’ or A book with pages 30 and size long.
Add the variation name and type as a combined variation.
E.g.: variation name: Size – Pages
variation values – Long -30, Long -120, Long – 200, Small -30, Small – 120 etc.

Product Units

Different Products have different units. SMARTBMS ERP allows you to add different units for products.
Adding Units

  1. Go to Products -> Units
  2. Give the unit’s name, a short name, and choose if want the unit to allow decimals.
    Example:
    Name: Meter
    Short name: Mtr.
    Allow Decimal: Yes.
    Allowing decimal allows you to purchase/Sell the product in decimal and vice-versa.
    Multiple Units:
    This can be useful if you purchase products in a different unit and sell it in a different unit.
    For example: Purchase in dozens and sell in pieces.
    Or purchase in boxes and sell in pieces.
    Steps:
  3. Add the lower unit from Add Unit Screen. For example, pieces.
  4. Add the higher unit as per the screenshot:
    o Check “Add as multiple of another unit”

o Provide the conversion Details.

  1. Use the unit in Add/Edit Product. While adding/editing purchase/ sale you can see the dropdown for units. Select the desired unit and it will change the unit purchase/sales price accordingly.
    NOTE: You will not see the main Units (Dozen in this example) in the Add-Product Unit dropdown, select piece as the unit of product. All purchases/sales get saved in the lower unit (pieces in the above example). So, after adding purchases/sales if you edit the conversion details, it will affect the purchases/sales quantity accordingly.
    Selecting relevant Sub Units for a product
    For some products not all sub-units will be required. Suppose for example you sell Oranges only in Dozens or only in pieces then it will be useful.
    Enable it from Business settings ->Products -> Enable relevant sub-units
    Now when adding products select the Unit for the products and it will give option to select multiple applicable sub-units. Selecting the sub-units will allow you to do purchases or sales on this selected sub-units.

Secondary Units:
Secondary units can be added to products. A secondary unit can be used if a particular product’s subunit may vary each time. For example, 1 piece of stone can be 10 kg or 20 kg, or 30 kg.
To enable this, go to Settings-> Business Settings – > Products.

On enabling this, a secondary unit label will be shown in add/edit products screen.

Product expiry and related settings.
Enabling expiry for products
1.To enable expiry go to Settings -> Business Settings -> Product section. And check the “Enable Product Expiry” checkbox.

  1. On enabling Product expiry, you can choose either “Add Item Expiry” or “Add manufacturing date & Expiry Period”
    • “Add Item expiry” => Choose this option if you want to directly add the expiry of the item to the purchase screen.
    • “Add manufacturing date & Expiry date” => Choose this option if you want to add the manufacturing date of the item and the expiry period. Based on the manufacturing date and expiry period it will auto-calculate the expiry date. And this expiry date can be edited. You will have to add expiry period for the product in the “Add or Edit Product” screen. And the manufacturing date in the “Add Purchase” screen.
  2. “On Product Expiry” => With this option you can set what the system should do when a product expired.
    • “Keep Selling” => Choose this option if you want the application to keep selling the product even after expiry.
    • “Stop Selling n days before” => Choose this option to stop selling the item n days before the expiry. You will have to specify the value of n (which is the number of days before to stop selling)
    4″Stock Accounting Method” is a crucial feature that determines how products are sold and accounted for. There are two primary methods:
    FIFO (First In First Out): Under this method, older stock is sold before newer stock.
    LIFO (Last In First Out): Here, the most recently purchased stock is sold first.
    For example:
    On March 20, 2018, 20 pieces of product A were purchased with an expiry date of April 10, 2018.
    On March 23, 2018, another 20 pieces of the same product were purchased, with an expiry date of April 8, 2018.
    Today, 22 pieces were sold.
    If the “Stock Accounting Method” is FIFO, then the product purchased on March 20, 2018, will be deducted by 20 pieces first, and then the product purchased on March 23, 2018, will be deducted by 2 pieces. Thus, in stock, there will be products from March 23, 2018, with 18 pieces remaining.
    If the “Stock Accounting Method” is LIFO, the opposite will occur.
    Note: You must set the required accounting method before selling the item for that method to be used.
    Stock Expiry Report:
    Navigate to Reports => Stock Expiry Reports.
    Here, you can filter stock by category, brands, and stock expiry date.
    Click on “Edit” to modify the remaining stock and expiry period.
    If the remaining stock is decreased, the unit purchase price is adjusted accordingly.
    Stock Expiry Alert:
    Stock expiry alerts can be viewed in the bottom section of the homepage. It displays a list of products expiring soon.
    You can set the number of days before which the expiry alert should be shown on the homepage from “Settings -> Business Settings -> Dashboard Section” under the “View Stock Expiry Alert For” input field.
    Displaying product expiry date in the invoice:
    Ensure that the product expiry feature is enabled as mentioned above.
    Go to the invoice layout and enable “Show Product Expiry.”
    If the product expiry date is added during purchase or when adding opening stock, it will display the product expiry dropdown during sales. Select the expiry date you want to sell. Then, in the printed invoice, the expiry date will be shown.

Selecting a product in the purchase/sale/POS screen will also display the secondary unit label. Details regarding secondary units for products are available in the product stock history.

Note: The secondary unit is not involved in calculations; it is solely for tracking products with varying subunits.

Enabling Lot Number:
To enable lot numbers:

Go to Settings -> Business Settings -> Purchases.
Check the “Enable Lot Number” checkbox and save the settings.
Adding Lot Numbers in Purchases:
If lot numbers are enabled:

When adding purchase stock, the lot number field will appear for entering the lot number.
Adding Lot Numbers in Opening Stock:
If lot numbers are enabled:

When adding opening stock, an input field will be displayed for entering the lot number.
Selling Products from Specific Lots:

You can select specific lot numbers when selling products.
Displaying Product Lot Numbers in the Invoice:

Ensure that the lot number feature is enabled as described above.
Go to the invoice layout and enable “Show Lot Number.”
If the lot number is added during purchase or when adding opening stock, it will be displayed during sales along with the product expiry dropdown. Select the lot number you wish to sell. The printed invoice will show the lot number.