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Adding and Managing Products

The Products Module in the ERP system allows businesses to manage their inventory efficiently by adding, categorizing, and monitoring products. Below is a detailed guide to adding and managing products in the system.

Step 1: Navigate to the Products Module

Log in to your ERP system.

Go to the Products section on the dashboard.

Select List Products to view existing products or Add Product to create a new one.

Step 2: Adding a New Product

Mandatory Fields

Product Name

Enter the name of the product. This field is required.

SKU (Stock Keeping Unit)

Provide a unique identifier for the product.

If left blank, the system can auto-generate an SKU.

Barcode Type

Select the barcode type to use (e.g., Code 128, Code 39, EAN-13).

Unit

Define the unit of measurement (e.g., pieces, kilograms, liters).

Optional Fields

Brand

Select the brand associated with the product.

Category

Assign the product to a category (e.g., Electronics, Apparel).

Subcategory

Further, refine the categorization by selecting a subcategory.

Business Locations

Specify the locations where this product is available (e.g., Smart City – BL0001).

Step 3: Manage Stock Settings

Enable Stock Management

Toggle the option to manage stock at the product level.

If enabled, the system will track stock levels and provide alerts.

Alert Quantity

Set a threshold quantity to trigger low-stock alerts.

Step 4: Additional Details

Product Description

Provide a detailed description of the product for reference.

Product Image

Upload an image of the product to enhance visual identification.

Step 5: Save the Product

Review all the entered details to ensure accuracy.

Click the Save button to add the product to the inventory.

Managing Products

View Products

Navigate to List Products to view and manage existing products.

Use filters to search for specific products by name, SKU, or category.

Edit or Delete Products

Please select a product from the list to update its details or remove it from the system.

Stock Management

Monitor stock levels and adjust quantities as needed in the product details.

The post Adding and Managing Products appeared first on CybroERP.

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Adding Products

1. Go to – Products > Add Products.
2. Provide a Product Name,
   Brand,
   Units,
   Category
   Sub-category
   SKU: Add a unique SKU which will be used to identify the product & Print the barcode in labels. Leave it empty to auto-generate it. You can also add a Prefix for auto-generated SKU.
   Barcode Type: Select a barcode type, the default/recommended is the C128 option. We recommend changing if only if the product added already has an SKU number for it.
   Not For Selling: If a product is made not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using a manufacturing module to make the ingredients as products not-for-selling and also if you want to temporarily disable selling for some products.
   Alert Quantity: Alert quantity is used to alert when remaining stocks reach 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 CybroERP
3. Business Location: Select the business location(s) where this product can be sold or purchased.
4. Select the Applicable tax for that product. Adding Tax 
5. Product Type:

Single Product:

1. Applicable for products with no variation with them then select single
   1. When selecting a Single product – You will need to enter the Default product price including/excluding tax and profit Margin % (you can set the default profit margin from settings -> Business Settings; this will help to type % every time). Based on the profit margin it will auto-calculate the selling price excluding Tax. You can also enter the selling price manually and it will auto-adjust the profit margin for you.

Variable Product

1. Applicable to a product having variations (like size or color design or flavors etc) You can define variation templates from Products -> Variations. The advantage of creating variation is that it saves time to add the same variations multiple times.
2. When selecting a Variable product – It will display different fields to add all variations and its related Purchase price and 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 and variation values.
3. To give the same purchase price selling price or profit for all variations of a product click on the double tick present in the first variation.

Combo or Bundle Product

1. Combo products 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 a Computer set she gets all the products in it.
3. The stock of bundled products depends on the stock of individual products present in that bundle.
   For example: if you have 5 PC Monitors, 4 PC CPUs, 10 PC Keyboards, and 50 PC mouse, the stock of the Computer set will be 4 PC.
4. When the bundle product is sold, the stock of all products inside them is automatically deducted.
5. Individual products present in bundle products 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 files.

Adding Products with multiple variations:

Adding Products with multiple variations:

If you have products that involve multiple variations for example a Shirt can have Color & Size variations, then we have multiple ways to work with it:

Solution 1, Create combined variation: Can a variation with the 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, and Shirt-Blue with size 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.

Assigning/removing the location of multiple products at once:

Go to List Products and refer to this screenshot.

Deactivating & Activating Product:

Refer to the screenshot.

The post Products Management appeared first on CybroERP.

Deleting a product will remove the product from the database.

NOTE: This delete will not work if the product has some transactions related to it. A transaction can be an Opening Stock, Purchase, Sales, or Stock transfer of the product. It will show some errors like:

Product can’t be deleted because purchases related to this product exist
Some products couldn’t be deleted because it has transactions related to them.

Deleting individual product

Bulk Delete multiple products

Delete product Errors

Some products couldn’t be deleted because it has transactions related to it:
When a product has any transactions it cannot be deleted.

Transactions can be either Sales, Purchase, or Adding opening stock.

The best way to avoid such products is by deactivation them

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1. Variations can be added from the Products -> Variations menu.
2. These variations are used in variable products product.

An example of variation is, for example, Jeans can have multiple colors, so add a variation called Colors and provide the value for it. As given in the image below.

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Allowing decimal allows you to purchase/Sell the product in decimal and vice-versa.

Different Products have different units. CybroERP allows you to add different units for products.

Adding Units

1. Go to Products -> Units
2. Give the unit name, a short name, and choose if want the unit to allow decimals.

Example:
Name: Meter
Shortname: Mtr.
Allow Decimal: Yes.

Multiple Units:

This can be useful if you purchase products in a different unit and sell them in a different unit.

For example Purchase in dozens and sell in pieces.
Or purchase in boxes and sell in pieces.

Steps:

1. Add the lower unit from the Add Unit Screen. For example pieces.
2. Add the higher unit as per the screenshot:
   • Check “Add as multiple of another unit”

• Provide the conversion Details.

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 products

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 the option to select multiple applicable sub-units. Selecting the sub-units will allow you to do purchases or sales on these selected sub-units.  

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Categorizing products helps you to easily manage and filter them in reports.

Adding Category & Sub-Category

1. Go to Product -> Categories -> Add
2. Add Category name, category code(HSN code)
3. If the category is a sub-category select “Add as sub taxonomy” and select the parent category.

The post Product Categories appeared first on CybroERP.

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Enabling expiry for products

1. To enable expiry go to Settings -> Business Settings -> Product section. And check the “Enable Product Expiry” checkbox.

2. 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 the expiry period for the product in the “Add or Edit Product” screen. And the manufacturing date in the “Add Purchase” screen.

3. “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” => This feature is used to set the way the product should be sold.

• FIFO (First In First Out) => In this the old stock should be sold first.
• LIFO (Last In First Out) => In this the most recent purchase stock should be sold.

Stock Expiry Report:

1. Go to Reports => Stock Expiry Reports.

2. Here you can filter stock “Category”, Brands, “Stock expiry date”

3. Click on “Edit” to modify the stock left and expiry period.

4. If stock left is decreased the unit purchase price is adjusted accordingly.

Stock Expiry Alert:

– You can view stock expiry alert in Homepage bottom section. Here it shows a list of products expiring soon.

– You can set the number of days before which the expiry alter should be shown in the Homepage from “Settings -> Business Settings -> Dashboard Section” View Stock Expiry Alert For input field.

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Selling Price Groups (Sell in different prices: wholesale/retail or for different prices for different locations)

Selling Price Groups

Selling price groups allow you to add different prices for a product.

1. Sell at different prices: wholesale/retail
2. Different prices for different locations

Adding Selling Price Groups:

1. Go to products -> Selling Price Group
2. Click on the “Add” button to add a new price group. For example Retail price WholeSale price Bulk Purchase price Location 1 price etc as per your wish.
3. You can view a list of selling prices in the “Selling Price Group” screen.

Adding Selling Price as either Fixed or Percentage

The selling price can be given as a whole number (fixed) or in percentage.

Fixed: The value given will be the selling price for that group.Percentage: The value given will be taken as a percentage, and that percentage of the actual selling price will be taken as the selling price for that group

Adding price for different price groups:

1. In the Add/Edit product screen at the bottom, you will find the button “Save & Add Selling-price-group price”. Click on that button.  Note: this button will not be visible if there are no selling price groups.
2. In the next screen, you will see the list of the product name (if variable product then all variations), the default price & the selling price group price. Enter the prices for it.
3. Click on Save.

Exporting & Importing selling price group:

1. Go to Products -> Selling Price Group.
2. First, download the Excel file with the selling price group by clicking on the “Export Selling Price Group Prices” button.
3. In the downloaded file change the price of products.
4. Only selling price group prices of the product will be updated, not the SKU or name.
5. Any blank price will be skipped.
6. Then import the file.

Selling at a particular price group:

1. Go to POS.
2. At the top, you will see the list of selling price groups. Select the one as per your requirement.
   Note: This will not be visible if there are no selling price groups or if a user is assigned only one particular price group.
3. Select the price group & the selling prices for the product will be as per the price group.

Assigning a user to a particular price group:

• Sometimes you may want to assign a particular or few selected price groups to a user. In that case, create a role with the desired permission & price group assigned.
• You must assign at least one price group for a role if that role has permission to sell.

Assigning a price group to a Business Location

• Helps to sell the same product at a different price in a different business location.
• Go to Add/Edit Business Location and select the Default Selling Price Group, if not selected then the product default price will be used

The post Selling Price Groups (Sell at different prices wholesale/retail or for different prices for other locations) appeared first on CybroERP.

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Enabling Warranty:

To enable warranty in products go to Settings -> Business Settings -> Products -> Enable Warranty

Using Warranty

1. Adding Warranty: Add warranty types by going to Products -> Warranty.
2. Assigning warranty for products: Go to Add/Edit product and select the warranty that is applicable for the product.
3. Sell with warranty: Any products that have a warranty assigned when sold will use the transaction date as the start of the warranty. You can display the warranty in receipts by enabling it from the Invoice layout.

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