Import Products Template
Note 1: Import Products is located in Products Module on the bottom bar.
Note 2: You can check if a product exists via the Check Products utility in Reports.
ITEMNUM is the product code. For example, the barcode. If you are using a barcode scanner, enter the barcode number in ITEMNUM.
SUPLNUM is the second product code. For example, some items may have more than 1 code.
STKDESC is the product description. This is what will appear on the invoice of the customer.
SELP_A is the selling price. For clients who use pricegroups, for example, wholesale and retail price, SELP_A is likely to mean the Retail Price. Kindly confirm with adminstrator.
STKTYPE is either Product or Service. If you are selling photocopy, it is a “Service”. If you are selling a physical product, it is “Product”
GLDEPT is the department number in which to classify the item.
If you are classifying into Sport Shoes, kindly write the value as 02
Note: Not 2 but 02. Ensure the cell is formatted as Text in the spreadsheet so as not to lose the “0” in front
DISCOUNT is the VAT Status of the item.
- If a product is subject to VAT, put the value as Y
- If a product is zero rated, put the value as Z
- If a product is exempt from VAT, put the value as E
Creating New User
1. Locate the “Users” module and click on it.
Note: It may be on the Main Menu or in Back Office depending on your installation. The module icon looks like below:
2. The module will list all users present in the system
3. On the bottom bar, you will notice “New User” button. Click on that
4. Suppose the new user’s name is John, type “John” in the Staff Name field.
5. Choose the role of the user.
The role gives access to various modules in the system.
How to know which role to choose? When you select a role, the system will tell you which module(s) that user will have access to.
6. Once you choose that role, on the bottom bar, press Next
7. Define the password the user will use to login into the system
Important: Kindly type the same password in both fields
8. Optional: If ever you have more than 1 outlet, kindly define the user belongs to which outlet.
If you have only one outlet, skip this step
9. On the bottom bar, click on “Save” to finalize the process.
That’s all! Your new user can now login into the system using the Staff Name and Staff Password (i.e. Back Office & Front Office Password) you defined.
Products Module
Adding a New Product / Service
Click on Products module (The location of Products may differ depending on your installation).
You will asked for credentials (Username and Password). Please enter accordingly
What next?
The list of products/services will appear
Click on the “New Item” button at the bottom
1. Product Code
A. If the product already comes with a barcode on its packaging, type in the barcode number.
B. Otherwise click on “Generate Code” and the software will generate one for you automatically.
C. In the case where the product is a weighted product (that is, barcode starts by zero, 0609523028005), the product code will be the six digits after the 0, that is, 609523
2. Product Description
This is the description of the product. This is what will appear on the invoice of the customer.
Paper Clim 3mm
3. Department Name
A department is used to categorize a product.
Select a department name from the dropdown list.
Note: The list of departments is pulled from the Departments Module
4. Vatable (applicable to VAT Registered businesses)
If your business is VAT Registered, you will see this option.
Kindly select the VAT categorization which is application for the product you are creating.
Click NEXT
5. Type: This is the product type
If the product is a physical item, select Product.
If the product is non-tangible item, for example, Consultancy, select Service.
Note: When you select Service, inventory will not be recorded
6. Selling Price
This is the retail price of the product or service.
For example, if you sell the product for Rs. 1250, simply write 1250.
Note: In the case of weighted product, leave this blank.
7. Supplier Name
Select from dropdown menu.
The list of suppliers is pulled from the Supplier Module
ABC Foods
8. Click SAVE button to create the new item
Resetting Credentials
Users Module
The Users Module does the following functions:
- Creating a new user
- Resetting an existing user’s credentials
- Definining if a user is a salesperson
- Definining vehicle numbers