Inventory Management - Products

Products

Products represent a stock of goods in your Inventory. Products can be either procured from your suppliers or rendered to your customers depending upon the nature of your Organization. Interestingly, if your company manages both selling and purchasing goods, Products module will act as a bridge between Sales and Purchase departments.

Create Products Manually

You can enter Product details manually from Products Module. This might come handy if you have to enter Product details individually.

Steps to create Product records manually:

  1. Click icon
  2. Click Products under INVENTORY
  3. Click on Add Product button on top right
  4. In the Create Product view, fill in all the necessary details
  5. Click Save

Quick Create

You can enter necessary details of Product record through Quick create. This might be helpful if you are running out of time.

Steps to create Product records through Quick create

  1. Click Icon on top right corner
  2. Click Product
  3. In the Create Product view, fill in the Product details
  4. Click Save

Importing Products from Existing files

BzCRM supports importing Products from external sources such as .csv and .vcf files. As it saves lots of time and efforts, it might be beneficial for your Sales Team to import thousands of records instantly.

Managing Products

List of operations you can perform on records in Products Homepage

  1. Create Custom filters to classify records as per your requirements. You can be able to limit your search to selected columns and search criteria.
  2. Click on Mass Actions button and perform actions on desired records like Edit and Delete

  1. Click > Edit Fields to configure fields and customize the layout of fields through Product Layouts & Field Editor
  2. Click > Edit Workflows to view / create new Product Workflows
  3. Click > Edit Picklist values to modify picklist values through Picklist Editor
  4. Search desired records

List of Operations You Can Perform on Records in Detail View of Product Record

  1. Click Edit button to modify existing content.
  2. Click More > Delete to delete the existing Product record
  3. Click More > Create Quote to start creating a new Quote on the Product record
  4. Click More > Create Invoice to start creating a new Invoice on the Product record
  5. Click More > Create Sales Order to start creating a new Sales Order on the Product record
  6. Click More > Create Purchase Order to start creating a new Purchase Order on the Product record

Exporting Products to External Source

If you ever want your data in the form of a spreadsheet, you can export your Products records right away.

Steps to export your data

  1. Click icon
  2. Click Products under INVENTORY
  3. Click More button > Export
  4. In the Export Records page, you will find the following options

  1. Click Export Products button.
Field Description
Export selected records Click on the radio button to export the records selected in List view
Export data in current page Click on the radio button to export all the records that are on the current list view page
Export all data Click on the radio button to export all records in Products Module

Product Bundles

This feature helps you to have sub-products for products. While creating Quotes, Invoices, Purchase Orders, and Sales Orders, upon selecting parent product all sub-products are automatically chosen into the cart.

Selecting sub-products under parent product

Follow few simple steps to select sub-products under parent product

  1. Click icon
  2. Click Products under INVENTORY
  3. Click on desired product (The parent product)
  4. In the detail view of parent product, click More and select Product Bundles from the drop-down
  5. Click on Add Product to create new product
  6. Click on Select Products and select from existing products respectively

After successfully creating a product bundle, the parent product and sub-products under it are ready for selection under Quotes, Invoices, PO, and SO.

For instance, we will add product bundle to an Invoice record

  1. Click icon
  2. Click Invoices under INVENTORY

In the Item Details block, select parent product. All sub-products associated with parent product are added automatically.

If you don’t want to add sub-products to quotes or invoice, you can do so by disabling the checkbox, as shown below in the screenshot.

How Do I Calculate The Bundle Price Value?

The total cost of the product bundle depends on the user preference currency. Clicking on Update Bundle Price will Convert, Calculate & Displays the total cost in the base currency value (set in my preferences page) irrespective of the currency of the product unit price.

Note!
  1. The price of sub-products doesn’t affect the Net Price in Quotes, Invoices, SO, and PO.
  2. The quantity in stock of sub-products is reduced when an invoice is generated on parent product.

Fields Information

Field Name Description
Product Name Provide a name for the product. This field is mandatory.
Product Active Enable the checkbox if product is available
Sales Start Date Specify start date of sales
Sales End Date Specify sales end date
Support Start Date Specify the support start date
Support End Date Specify the support end date
Vendor Name Select the name of the product vendor
Unit Price Specify the price of the Product. You can imply different taxes and work with different currencies.
Handler Select from the users or group to specify Product owner
Qty. in Stock Specify the Quantity of stock present in the Inventory
Product Image Provide an image of your product
Purchase Cost Enter the Purchase Cost amount
Note! Now, you can edit the purchase cost in the line item block.
Note! The Quantity in Stock field shows the units of stock present in inventory. If you would generate an Invoice on the product, the quantity of the stock will be reduced. If you would create a Purchase Order on the product and status has reached to Received Shipment, the quantity in the stock field will be increased, and field values will be updated automatically.

Select Products

While creating Quotes, Invoices, Sales Orders, and Purchase Orders click on Products Icon, highlighted below, to select from existing products. Also, click on Add Products button to include more products.

Product Stock Update

Case 1: Impact of Invoice on Product’s Quantity of Stocks

Consider the following,

  • Quantity of Stock in Product Grasspods Headphones=500.
  • Invoice created for Product Grasspods Headphones with Qty of Stock=100.

Now let’s see how Product is affected by various Invoice status. Here are few scenarios:

  1. Invoice Status=Created.
    Qty of Stock in Product record decreases by 100 and is equal to 400.
  2. Invoice Status=Cancelled.
    Qty of Stock in Product record increases by 100 and is equal to 500.
  3. Invoice is Deleted.
    Qty of Stock in Product record gets back to its original value, i.e., 500.

Case 2: Impact of Purchase Order on Product’s Quantity of Stocks

Consider the following,

  • Quantity of Stock in Product Grasspods Wireless earphones=100.
  • Purchase Order created for Product Grasspods Wireless earphones with Qty of Stock=500.

Now let’s see how Product is affected by various Purchase Order status. Here are few scenarios:

  1. PO Status=Received Shipment.
    Qty of Stock in Product record increases by 500 and is equal to 600.
  2. PO Status=Cancelled.
    Qty of Stock in Product record decreases by 500 and gets back to its original value, i.e., 100.
Note! All these updates are acted if UpdateInventoryProducts On Every Save workflow for Invoice and PO is active.