Product Management Module Guide
Welcome to the Product Management module. This centralized hub allows you to create, edit, and monitor your entire inventory. From setting up basic product details to configuring complex multi-unit pricing, taxes, and recipes, this guide will walk you through everything you need to know.
1. Accessing and Navigating Products
To access your product list, navigate to the left-hand menu, click on Products, and select Products from the dropdown menu.
[Image: AiPSoft dashboard highlighting the left navigation menu path to Products]
The top of the screen displays helpful system information, including your active Branch, Timezone, default Currency (Unit), Language, and Last Active timestamp.
Customizing Your View & Searching
If you have thousands of items, the system makes it easy to find what you need using the controls located directly above the product list:
- Pagination Display: Use the "Show" dropdown on the top left to change how many items you see at once (e.g., 10, 50, or more). Use the arrow buttons to move between pages or jump directly to the last page.
- Branch Filter: Select a specific branch (e.g., Abu Dhabi, Sharjah) to see only products assigned to that location.
- Category Filter: Narrow down products by categories like Beverages, Cleaning & Chemicals, or Services.
- Status Filter: Choose to view Active products, Deactive products, or All.
- Stock Filter: View items currently In Stock or All items regardless of inventory levels.
- Search Bar: Quickly locate a product by typing its name, barcode, or serial number.
[Image: Product list interface showing search bar and filtering options]
2. Adding a New Product
To create a new product, click the blue + Add New Product button in the top right corner.
- Product Type: Choose if the item is Goods (tracked inventory), Non Stock, or a Service.
- Barcode: A barcode is generated automatically. You can overwrite this by manually typing a custom code or scanning an existing barcode with your scanner.
- Product Names:
- Item Name - Long: The full name of the product.
- Item Name - Short: A shorter version of the name, specifically designed for receipt (POS) printers to ensure it fits properly.
- Language Short Desc: Use this field if you require the product name to print in a secondary language (such as Arabic) on receipts.
- Classification: Select the relevant Department, Category, and Brand from the available dropdown lists.
- Base Unit: Define how the product is primarily sold (e.g., Pieces (PCS), Cartons (CTN), Bags, etc.).
- Pricing & Taxes:
- Actual Cost: Enter your purchase price.
- Std. Price: Enter your desired selling price.
- VAT / Taxes: Select the applicable tax rate. The system will automatically calculate and update the total price inclusive of VAT. Alternatively, if you type the final price into the right-side VAT box, the system will reverse-calculate the base standard price.
- Minimum Stock: Set a threshold level. When inventory drops below this number, the system will alert you to reorder.
- Barcode Printing: If you have a connected barcode printer, you can print labels immediately upon saving. Enter the desired number of labels in the Barcode Print Quantity field.
- Click Save to add your product to the system.
Pro Tip: Margin Calculation
As you enter your Actual Cost and Standard Price, the system will automatically calculate and display your profit margin percentage on the screen.
[Image: Add New Product screen with detailed pricing and description fields]
3. Managing Product Details & Quick Actions
From the main product list, you can quickly toggle a product's availability by clicking the green Status switch to activate or deactivate it.
To edit a product, simply double-click it from the list. This opens the comprehensive product detail view, which is separated into several management tabs:
Details Tab
This is the overview screen where you can see current stock information (Opening Stock, Current Stock, Draft Stock, Available for Trading) and general product specifications. You can also quickly print additional barcode labels directly from this tab by entering a quantity and clicking Print Barcode.
Making Edits (Detailed Edit)
To alter the core information of a product (such as name, category, cost, or selling price), click the Detailed Edit button in the top right corner. Make your necessary adjustments and click Update.
[Image: Detailed product view showing stock information and Print Barcode tools]
4. Advanced Product Configurations
The top menu inside a product's profile offers powerful tabs for managing variations, recipes, and history.
Multi Unit Tab
This tab is ideal for items sold in various packaging formats, allowing you to track inventory correctly whether you sell a single piece or a full carton.
- Click the Add New Unit button.
- Select the secondary unit from the dropdown (e.g., Carton, Bag, Dozen, Pieces).
- Set the Base Unit quantity (e.g., how many pieces are inside the carton).
- Enter the specific selling value/price for this multi-unit format.
- Click Save.
Multi Rates Tab
Use this feature if a single product comes in varying sizes (like Small, Medium, Large) but you want to manage them under one main product entry.
- Click Add New Multi Rate.
- Select the applicable branches and the Customer Group (e.g., "All").
- Enter your base Retail Price.
- Fill in the specific prices for the distinct sizes (Small, Medium, Large).
- VAT Automation: The system automatically calculates VAT. If you enter a price in the left column, VAT is added on top. If you enter the final, inclusive price in the right column ("Price with VAT"), the system will automatically reverse-calculate and reduce the base price.
- Click Save to finalize the rates.
Tax Info Tab
Manage taxation overrides. You can click Create new tax to define custom tax percentages and valid date ranges, or click Assign new tax to apply an existing tax rule (like standard VAT) specifically to the selected branch.
Recipe Management
This tab is essential if you manufacture or bundle a product from multiple raw items (for example, selling "Mixed Nuts" made from bulk almonds, cashews, and peanuts).
- Click Add New Recipe.
- Select the category and choose the specific component products that make up this item.
- Define exactly how much stock and which unit of each component should be deducted.
- Click Save. Once configured, every time the final product is sold, the inventory of its raw component ingredients will automatically decrease in your system.
Images
Enhance your Point of Sale (POS) interface by adding product photos.
- Navigate to the Images tab.
- You can either click to browse your computer files, or simply drag and drop a PNG or JPG image directly into the designated upload area.
- The image will automatically upload and attach to the product profile.
[Image: Multi Rates tab showing varied pricing for small, medium, and large item variations]
5. Tracking Inventory & Transactions
To ensure total visibility over your product's lifecycle, utilize the tracking tabs:
- Stock Ledger: View a full timeline of stock movements. Filter by date range and branch to see exactly when items were issued, added, and the remaining balance.
- Transaction Tab: See every system action involving this product. You can filter between Estimations, Sales Orders, Invoices, Purchase Orders, standard Purchases, and Purchase Returns.
- Suppliers & Customers: Link specific suppliers to this item to define standard purchase rates and discounts. Similarly, link exclusive customers to grant them special pre-set rates on this specific product.
Quick Navigation
Instead of clicking through tabs manually, you can use the Options dropdown button (located next to Detailed Edit) to instantly jump to any section, such as Stock Ledger or Recipe Management.
6. Bulk Actions
At the bottom of the main product list page, you will find bulk action tools. You can use the checkboxes next to products in the grid to select multiple items at once. From there, use the bottom toolbar to perform actions like Delete, Deactive, or Change Category in bulk.
[Image: Bottom toolbar of the product list showing pagination, Delete, Deactive, and Change Category buttons]
