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There are two options when entering a new product, stock or labour item into Workshop Software.
- First Option – You can enter the product item through the Products page.
- Second option – You can enter the product item directly onto a customer invoice, supplier stock order or supplier invoice using a quick entry feature. This option requires you to go into the product at some point after adding it to the invoice, to enter in any other details you have on the product.
Add a Product from the Products Page
1. On the left hand sidebar, click on Products
2. Click the + next to the Product filter bar.
3. The only required Product field is Item Code, however, the more information you input about this product the easier it will be to search and use features that draw from the product information. You may also update and add to the product at a later date.
A full description of Product fields is available at the bottom of this article.
Please note: For Type, please view this article to determine what product type to select for each product: Product Types
Add a Product from a Product List
You are also able to enter a product for the first time inside a customer invoice, supplier stock order or supplier invoice.
1. In the Product List click the + to add a product into the invoice. Enter an unused item code under Product and click the More/ Add Products button.
2. The below Create Product box will pop up – you are only required to enter in Item Code (which should already be populated).
3. Click Create.
Product Field Explanations
Item Code (1) – The only required field, item code is typically used for an internal or supplier product code and is searchable. Users may exclude this field from Invoices in Company Settings.
Description (2) – A description of the product which will show on a customer invoice and is searchable.
Description 2 (3) – This is an internal field and will not appear on a customer’s invoice but is searchable.
Searchable Tags (4) – This field is useful if the product has different item codes with alternative suppliers and/or to record a products barcode, this field is searchable.
Group (5) – The available Product Groups are defined in Settings>Company Lists. Groups allow range of products to be grouped in Reports, as a filter during a Stocktake and are used in Price Matrices. The user may also assign Group sales to a specific Account when integrating an accounting package.
Category (6) – Categories are linked to the Group chosen, also designated in Settings>Company Lists. Categories allow for the user to create Tax Free and Custom Tax rates for a product range and to sort and filter reports.
Supplier (7) – Enter the supplier of the product. This will link the product to the supplier in your list of suppliers.
Brand (8) –The brand of a Product, this value may be used to sort and filter reports.
Type(9) – Select what type of product this product is, see Product Types. If a Product is set to Labour or Tyres additional Product Fields will become available.
Minimum (10) – The minimum amount of this product you should have on hand.
Maximum (11) – The maximum amount of this product you should have on hand.
Please Note: When the Auto Create function is used inside a Supplier Stock Order the system will search for products where the QTY On Hand is less than the Minimum and add the number required to restock to the Maximum value.
Location (12) – A field to store the warehouse or storeroom location for this product.
GST Free (13) – If a product does not attract GST on purchase set this toggle to YES. The product price fields will not calculate or include GST on Invoices or Supplier Invoices.
Don’t Upd. Qty (14) – If you do not wish to track the quantity of a product, set to YES. The Qty On Hand will not be updated. This toggle is useful for where an Item Code is used for a workshop’s general consumables or to represent bulk fluids where they are manually re-ordered as needed like bulk Oil from Barrels.
Require Serial Number (15) – When set to Yes this product will track individual serial number for each unit in stock, this article explains Workshop Software’s product serial number functionality.
Price Lookup (16) – When this toggle is set to Yes the product will not be found when using product search field UNLESS the complete Item Code is entered.
Qty On Hand (17) – The total number of units in stock.
Qty Reserved (18) – The number of units allocated to unprocessed Invoices
Qty Available (19) – The current number of units available to allocate.
Please Note: If the Company Setting’s “Reserved Stock” toggle is not set to Yes the only visible option will be Qty On Hand.
Retail Price (20) – The price you will charge customers for this product.
Cost (Excl. Tax), Cost(Incl. Tax) (21 22) – The price you paid for the product or the labour cost. These two fields are linked, entering a tax free price will autocomplete the price field including tax or vice versa.
Price2, Price3 & Price4 (23 24 25) – Alternative Retail pricing, a specific field may be allocated to customers through their Customer Details. For example to offer a trade or discount price.
Imported ID (26) – A secondary Product ID field, this field is primarily used when a file of product information is imported from a third party export to record its original product identifiers in that third party system.
Comment (27) – Anything entered in this field will sit as a comment below the product line on an invoice. The customer WILL see this on their Invoice.
Job Card Comment (28) – Anything entered in this field will sit as a comment below the product line on a job card. The customer WON’t see this on their Invoice.
Vehicle Visuals (29) – This field will only appear when the Vehicle Visuals automotive integration is active. The user may choose a video from Vehicle Visuals to represent the typical procedure involving this product. This video will automatically be attached to Invoices that include this product.
Labour Products
Default Labour Qty (30) – When this product is added to an Invoice the Qty field will be populated with this default value. This is useful when creating a labour product for a single operation such as a Wheel Balance.
Service (31) – When the Service toggle is set to Yes any Invoice processed with this labour product attached will update an associated Vehicle’s Next Service field to a date that adds the Default Service Interval from Company Settings to today’s date.
Tyre Products
Tyre Width, Tyre Profile, Wheel Size (32 33 34) – When the Tyre product Type is selected additional fields are available to record the Width, Profile and Size specifications of a tyre model.