This feature allows maintenance of products or services in DEAR Inventory System. Users can easily Add, Edit, Import, and Export Product information. Different levels of Price Tiers are available to accommodate different pricing models based on user’s subscription type.
To begin creating a new product or service, you will need to click the 'New Product/Service' link. In the New Product screen, you will need to, at the very least, complete all fields marked with the red asterisk. You will not be able to save the product unless these are completed. You will need to work your way through all the fields starting with the SKU.
*SKU – Stock Keeping Unit is the unique identifier of the product.
Please avoid using numerical only SKUs starting with a zero as you're going to have issues exporting this data in CSV templates. Alphanumeric, which is a combination of numbers and letters, SKU starting with a zero are okay.
*Product Name – Name of the Product you are adding.
*Type – Specify if it is a Stock or Service.
*Category – Indicate what kind of product you are adding, add a new category if needed.
*Costing Method – Select from First In, First Out (FIFO), FIFO - Serial Number, FIFO - Batch, First Expired, First Out (FEFO) - Serial Number, FEFO - Batch, Special-Batch or Special-Serial Number. Please refer to http://dearsystems.freshdesk.com/support/solutions/articles/1000134504 for more details on Costing Methods.
DEAR Inventory utilizes actual accounting costing methods: First In-First Out and First Expired-First Out. Within those costing methods there are variations that will allow you to create inventory with serial numbers, with batch numbers and expiry dates, and also special costing methods that allow you to select specific batches or specific serial numbers at the time of selling this inventory.
*Unit of Measure – Indicate the unit of measure used for the product or service.
For example, it can be each item kilograms, milligrams, whatever you use to measure that particular product. In case of services, it could be hours for labour, etc. You can also add a new unit of measure on the go if required.
Drop Ship – Select from No Drop Ship, Optional Drop Ship or Always Drop Ship. No Drop Ship is used by default. More information on drop ship is here: http://dearsystems.freshdesk.com/support/solutions/articles/1000132665
Bill of Materials – check this tick box if this product needs assembly using raw materials or product components or can be disassembled into components. If so, you will need to indicate Bill of Materials details. Check this article for more details on Bill of Materials: http://dearsystems.freshdesk.com/support/solutions/articles/1000134510
Next, you're able to create account mapping of this particular product and select an Inventory account, Revenue account, Cost of Goods Sold account (Revenue and Expense accounts for Service item) and then also specify the tax rules for purchase of this inventory item as well as the sale.
Please note that product's account mapping has the highest priority. That means that it will override default account mapping and supplier/customer account mapping on purchase/sale order. If you do not use special accounts or tax rules for your items we recommend to leave these fields blank. This way default accounts will be used.
Product Discount – Indicate a volume based discount for this product if applicable. When the product sales are high, the cost per unit would get low. User can manage discount template in the Settings module (Go to Settings module>Reference Books>Stock> Product Discounts). Please note that Product discount can be overridden by Customer/Customer Group Discount. More information on discounts is here: http://dearsystems.freshdesk.com/support/solutions/articles/1000132666
Stock Locator refers to the location of the stock within the warehouse or a particular shelf.
Status can either be active or deprecated. If deprecated status is selected, this item will not appear in any of the search lists. You can also deprecate the item and then delete it completely from the system if required (http://dearsystems.freshdesk.com/support/solutions/articles/1000067383).
Default Location – This location will be used as default storage location for this product.
Additional Attributes Set – Select a pre- defined attribute set. If an attribute set is selected, additional data can be entered in the ‘Attributes’ tab. Depending on the product, it may need additional data (can be up to 10 extra attributes per product) to suit your business model. Attribute sets are maintained under the Settings module>Reference Books>Additional Attributes. More information on Additional Attributes is here: http://dearsystems.freshdesk.com/support/solutions/articles/1000132667.
Barcode – Specify the Barcode number or data can be scanned using barcode scanner once focus is set to this field.
Minimum Before Reorder – Indicate the minimum number of stock before reordering the product.
Reorder Quantity – Indicate the quantity of stock to be reordered and replenish inventory.
Product Tags are an addition to the category. Obviously, a product can belong to multiple categories and this is another way to group these items by using product tags. Multiple product tags can be added to a product.
Description - enter the Product’s detailed description. This information is mandatory when using eBay or Magento Sale Channels.
Below the general information of the product there are a number of tabs: Prices, Dimensions, Additional Attributes (if Additional Attribute Set is specified), Suppliers, Movements, Discounts (if Product Discount if specified), Images and Attachments.
Prices allow you to specify up to 10 price tiers in the DEAR Inventory Large Plan. These are various sale price points for your product. You can also rename the price tiers by navigating to Settings -> General Settings.
The Current Average Cost is a calculation done by DEAR Inventory as you begin to transact with this product. This current average cost can also be loaded through the inventory list template.
Next tab is the dimensions. This tab allows you to set the dimensions of the product. Length, width, height, and weight can be specified here.
Next is Suppliers section. You can add a supplier either manually, or as you begin to transact in the system the suppliers would automatically be added to this list. It's important to add suppliers if you're looking to utilize the back order functionality or the drop ship functionality.
As you begin to transact with this product the Movements tab will also start to fill up with the various transactions which occurred: purchases, sales, stock adjustments, stocktakes, transfers, restocks, unstocks, finished goods.
NOTE. User can use the Search field to look for a specific transaction by typing information on Type oftransaction, Date, Document Number, Status, Location, Batch/Serial No., Quantity, Cost, Price, or Amount.
You can also add images and attachments to the product. Click ‘Browse’ and locate the file from your directory. Select the file to be uploaded, click ‘Open’. Click ‘Upload’ to upload the file into DEAR Inventory System. Images will be used for Sale channels/shops like eBay and Magento.
In the Discounts tab, user can set up price matrixes and maintain bulk purchase discounts for customers. Click ‘Customer Discount’ to add new line for Customers, and specify the Discount. Continue to add Customers by clicking ‘Customer Discount’ button or simply tab from the last field of the previous record to add another line automatically.
NOTE. Discount relations can be established between Customer and Customer Tags against Product.
Once all the information for the product is entered in you can save it. Once the product is saved, if you have a number of similar products, you can also clone or make a copy of this product. So this is a way to create a product individually, one by one by doing data entry in the user interface.
When dealing with hundreds or thousands of inventory items, it may be difficult to create them individually. You have the ability to upload the inventory list via template. You will need to navigate to Import and select Inventory List. This will allow you to download a template, populate all relevant fields, save template, and then upload it back into the system by using the Browse function and then uploading.
You should keep in mind that none of the headings in the template should be changed nor deleted. If you don’t have data to populate in certain columns, just leave them blank.
Using the same method, you can also bulk upload products currently in the system. In this case, you will need to use the Export function and export your inventory list. The list will appear in CSV format and you can then make any of the changes within the template, save it, and then upload it back in the system.
Same as with the Import, do not delete any of the columns or change column names or headers.
Once you have uploaded the product listing, you have the ability to also upload Stock-on-Hand figures for your current stock. You should note that this operation should only be performed when initially setting up DEAR Inventory. You should not be using this function to update stock balances if you already have stock figures in the system. Because DEAR Inventory uses actual accounting costing methods by uploading the stock-on-hand template multiple times, we'll create new instances of the products rather than updating existing quantities.
You can download the Stock-on-Hand template. The Stock-on-Hand template will contain information such as the Product Code, Quantity, Average Cost, Location. If applicable, it will allow you to also enter in a Batch or Serial Number as well as the Expiry and Received Date.
More details on csv files import are here: http://dearsystems.freshdesk.com/support/solutions/articles/1000080715
A couple of other quick points to note, Product View table can be customized by clicking on the individual column names and then either sorting in ascending or descending order and also changing the appearance of the table by removing or adding any of the columns that can be seen in this list.
A point to note is that batch printing can be performed by selecting individual products and then going to Print and selecting one of the available templates.
To delete deprecated items, you can navigate to the More drop-down and then select Delete Deprecated Product. You can also reset the layout of the table if you’d made any amendments to it previously.
Only Active tick box shows products that are only active and excluded to any deprecated products.
You can see the product availability by navigating to Inventory -> Products -> Availability
As with the View All Product you can filter the report, customise the columns, use the search option, print product labels and export the report.
On Hand - is the quantity of items in stock;
Available - is the quantity of items available for allocation, it's the difference between items On Hand and Allocated;
On Order - is the quantity of items with authorised purchase order that has not yet been received;
Allocated - is the quantity of items allocated to sales order (after the sale order is authorised and before the item is shipped).
PRINT PRICE LIST
You are also able to print Price List by navigating to Inventory -> Products -> Print Price List
You can print a price list for all categories or for one category only. You can filter products by tag, select the template to be used (Price List or Price List by Category) and select the formate (PDF or MS Word).