Product and Service Management


The Inventory module has several functions to manage your products and services. This includes setting up and editing your inventory list as well as viewing stock availability and printing a price list. 


Prerequisites

  • Set up Locations (necessary)

  • Set up Accounts and Tax Rules (necessary)

  • Set up Suppliers (recommended)


  1. Create a new product or service

  2. Import product/service details

  3. Edit product/service details in bulk

  4. Set Stock on Hand

  5. Other product functions

  6. View Product Availability

  7. Print Price List



Create a new product or service

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Products and services can be created new or cloned from existing products. 


To create a new product or service:

  1. Create a new product/service by:

    • Navigate to Inventory -> New -> Product/Service 

    • Navigate to Inventory -> Products, Click +

  2. Fill in product/service details 

  3. Click Save to finish




To make a new product/service from an existing entry:

  1. Navigate to Inventory -> Products 

  2. Select the product you wish to clone

  3. Click Clone

  4. Edit the details as necessary

  5. Click Save


Product/Service detail Information

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Fields marked with an asterisk (*) are mandatory for creating a new product. Once the product details are filled in, click Save to finish. 



SKU

Stock Keeping Unit (SKU) is the unique identifier of the product. 


Please note:

  • Unacceptable SKU: All numerals, starting with a 0. This will cause problems importing and exporting data into CSV templates. E.g. 01 234 567

  • Acceptable SKU: Alphanumeric, including starting with a 0. E.g. 003-Gloves, 103-Gloves

  • Acceptable SKU: All numerals, not starting with a 0. E.g. 1 234 567



Product Name and Category 

Enter a product name, and either choose a category from the dropdown list or click Add New Category. Only one category can be chosen per product. To add a product to more groups of products, use Product Tags. 


Brand (optional)

Enter a brand for the product


Type

Choose from Product, Service or Fixed Asset



Costing Method

Costing Methods in DEAR Inventory are based on real accounting methods. You can choose from First In First Out (FIFO), First Expired First Out (FEFO), and Special costing methods, with variations of each. See here for more information about Costing Methods. 



Unit of Measure

Unit of Measure for sales of the product. The default is Item but new units (e.g. Hour, kg, L) can be added by clicking Add New Unit



Dropship

Choose between No Dropship, Optionally Dropship and Always Dropship for the product. See here for more information on Dropshipping



Bill of Materials (optional). 

Check this box if this product needs to be assembled from raw materials and/or product components, or can be disassembled into components. If so, this will generate a Bill of Materials tab where you can indicate the details. Click here for more details on Bill of Materials.



Accounts and Tax Rules (optional)

Choose which Accounts COGs, Inventory and Revenue are mapped to in your accounting records. These can also be entered at the purchase/sale level. 


Tax rules can be applied for Purchases and Sales. These can also be applied at the customer/supplier level or on individual purchases or sales. 


Please note: The 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.



Discount (optional)

Discounts can be applied at the product level. Click here for more information about discounts. Please note that Product discount can be overridden by Customer/Customer Group Discount.



Stock Locator (optional)

Refers to the location of the stock within the warehouse or a particular shelf to help locate products. 



Status 

You can set products to either Active or Deprecated. Deprecated products will not appear in dropdown lists of products when making purchases or sales, and can be completely deleted from the system. 



Default Location (optional)

You can enter a default storage location for this product. This will autofill fields on purchases and sales.



Additional Attributes Set (optional)

See here for more information on additional attributes.



Barcode (optional)

By entering a barcode number for a product, you can use the Scan feature to identify products during other DEAR operations. 



Minimum before Reorder and Reorder Quantity (optional)

These affect low stock reorder points for the product. See here for more information about Low Stock Reorder. 



Product Tags (optional)

Product Tags can be used to group products together. You can add as many tags as you require, separated by commas. 



Description (optional)

You can enter a short and long description for your product. The long description has an HTML editor for formatting. This information is mandatory when using eBay or Magento Sale Channels.



Prices

DEAR Inventory lets you set up to 10 price points for each individual product depending on your subscription type. Customers are assigned a price tier which sets what price they can buy products for. Price Tier names can be changed by going to Settings -> General Settings. Setting prices at the product level is optional, they can be set and modified at the purchase level if necessary. 


This screen also shows the Current Average Cost, the average costs of all product units bought from your suppliers. 




Dimensions

Enter the product dimensions if necessary. Dimension units of measure are not defined, and can be set by you according to your business requirements.



Reorder Levels

Reorder levels can be set for total product quantities (see above) but also for each product location. One or more suppliers must be attached to the product to use this functionality. See here for more information about Stock Reorder Levels.


Movements

The movements tab keeps a record of all movements and transactions for this product. It tracks:

  • 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 of transaction, Date, Document Number, Status, Location, Batch/Serial No., Quantity, Cost, Price or Amount.



Discounts

Discounts can be applied to at the customer/customer group level for the product. This overrides the product level discount. See here for more information about Product Discounts. 



Images and Attachments 

Images and Attachments can be uploaded to the product from your computer. Images will be used for Sale channels/shops like eBay and Magento.

 



Suppliers

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Adding Suppliers to a product is a prerequisite for using the DropshipLow Stock Reorder and Backorder functionalities, but is optional otherwise. See the links for more detailed information. 


To attach one or more suppliers to a product:

  1. Navigate to Inventory -> Products -

  2. Select the product you wish to add a supplier to

  3. Click the Suppliers tab

  4. Click or Add more items to add Suppliers

  5. Choose a supplier from the dropdown list

  6. Enter Supplier SKU, Product Name and Product URL if desired

  7. Enter the product Price



Import product/service details

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When dealing with many inventory items, it may be difficult to create them individually. You have the ability to upload the inventory list via a CSV file template.


To import an Inventory List:

  1. Navigate to Inventory -> Products

  2. Click Import -> Inventory List

  1. Download the Inventory List CSV template

  2. Copy the information from your Inventory List from your old system into the template. The column headings and heading positions must remain unchanged for the import to work correctly. If you don’t have information for some columns, they can be left blank. 

  3. Upload the saved Inventory List template.



Edit product/service details in bulk

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You can also edit in bulk the details of the products currently in the system. In this case, you will need to use the Export function.


To edit product/service details in bulk:

  1. Navigate to Inventory -> Products 

  2. Click Export -> Inventory List or Export -> Inventory List (without descriptions)

  3. A download window will appear with the Inventory List CSV file.

  4. Open the file and make the changes

  5. Using Import -> Inventory List, Upload the new Inventory List. 



Set Stock on Hand figures

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Once your Inventory List is correct, you have the ability to also upload Stock-on-Hand figures for your current stock. 


NOTE: 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. 


To change stock figures after initial setup, you will have to use Stock Adjustment or Stocktake.


To upload Stock on Hand figures:

  1. Navigate to Inventory -> Products 

  2. Click Import -> Stock on Hand

  1. Download the Stock on Hand CSV template

  2. Enter the stock on hand figures into the template. The column headings and heading positions must remain unchanged for the import to work correctly. If you don’t have information for some columns, they can be left blank. 

  3. Upload the saved Stock on Hand template.




Other Product Functions

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Customise Product View Table


The Product View Table can be customised by clicking on the settings icon in the top right corner. Each column can be sorted in ascending or descending order, and columns can be added or removed to the table by checking the boxes in the list. 


You can reset the layout of the table if you have made any amendments to it previously by clicking Reset Layout






Batch printing


To print a batch of documents:

  1. Navigate to Inventory -> Products 

  2. Check the box next to one or more products

  3. Click Print and choose the document format you require.



Delete deprecated items


To delete deprecated items:

  1. Navigate to Inventory -> Products 

  2. Click More -> Delete Deprecated Product



View Product Availability

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To view product availability:

  1. Navigate to Inventory -> Availability



As with the Inventory -> Products  screen you can filter the report, customise the columns, use the search option, print product labels and export the report.


Key:

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 authorised purchase order that has not yet been received


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


View Price List

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DEAR Inventory has the ability to print price lists for your entire Inventory or by category.


To view and print a price list:

  1. Navigate to Inventory > Print Price List

  2. Choose a Category. If this is left blank the price list will cover all categories. You can also filter products by tag.

  3. Select the Template (Price List or Price List by Category)

  4. Select the Format (PDF or MSWord)

  5. Click Print