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 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.


Stock Keeping Unit is the unique identifier of the product.

  • Do not create a SKU code that starts with the number zero and consists only of numerals.
    e.g. 012 34 56
    This will not work, you will have issues exporting data into CSV templates.

  • Use alphanumeric SKUs that are a combination of numbers and letters.
    e.g. 101 Shirt 345
    This code will work.

    Using alphanumeric SKUs that start with zero will also work.
    e.g. 012 Hat 569
    This will work as it consists of numerals and letters. It only does not work if it starts with zero and just consists of numbers.

  • Creating a code that only consists of numerals will also work, as long as it does not start with zero.
    e.g. 12 567 34

Product Name: Name of the Product you are adding.

TypeSpecify 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 click here 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, batch numbers, expiry dates and 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.

  • E.g. it can be each item kilograms, milligrams, whatever you use to measure that particular product. In case of services, it could be hours for labor, 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 click here.

Bill of Materials:
Check this tick box if this product needs assembly using raw materials, product components or can be disassembled into components. If so, you will need to indicate Bill of Materials details.
Click here for more details on Bill of Materials.

You are then able to create account mapping for 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 leaving 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.

For more information on discounts click here.

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.

    Click here for more information.

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:

Settings module>Reference Books>Additional Attributes

More information on Additional Attributes click here.

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:
Product Tags are an addition to the category. 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.

Enter the Product’s 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
  • Attachments

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.

Dimension Tab:

  • This tab allows you to set the dimensions of the product. Length, width, height, and weight can be specified here.

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

User can use the Search field to look for a specific transaction by typing information on Type of transaction, Date, Document Number, Status, Location, Batch/Serial No., Quantity, Cost, Price or Amount.

You can also add images and attachments to the product:

  1. Click ‘Browse’ and locate the file from your directory
  2. Select the file to be uploaded
  3. Click ‘Open’
  4. 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 the Customer Discount button or simply tab from the last field of the previous record to add another line automatically.


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. If you have a number of similar products, you can clone or make a copy of this product. This is a way to create a product individually, one by one by doing data entry in the user interface.

When dealing with many 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
  • Fill all relevant fields
  • Save template
  • Then upload it back into the system by using the Browse function and then uploading.

None of the headings in the template should be changed nor deleted. If you don’t have data to fill 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. 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. 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.

For more details on CSV files import click here

If you would like to update stock quantities in DEAR Inventory other than the initial stock upload, you should use Stock Adjustment or Stocktake functionality. 

Clicking on the individual column names then sorting it in ascending or descending order can customize Product View table. You can change the appearance of the table by removing or adding any of the columns that can be seen in this list.

Batch printing:
Select individual products and then go to Print and select one of the available templates.

To delete deprecated items:
Navigate to More then from drop-down select Delete Deprecated Product. You can also reset the layout of the table if you have made any amendments to it previously.

Once the Only Active box is ticked it will then filter to show the products that have an active status.

Product Availability:

You can see the product availability by navigating to:

Inventory > Products > Availability

 As with the View All Product you can filter the report, customize the columns, use the search option, print product labels and export the report.

On Hand: The quantity of items in stock

Available: The quantity of items available for allocation, it's the difference between items On Hand and Allocated

On Order: The quantity of items with authorized purchase order that has not yet been received

Allocated: The quantity of items allocated to sales order (after the sale order is authorized and before the item is shipped).

Print Price List:

Navigate to:
Inventory > Products > Print Price List

You can print a price list for all categories or for just one category. You can filter products by tag, select the template to be used (Price List or Price List by Category) and select the format (PDF or MS Word).