Products in Sapera represent the goods or services that a business offers, manages or sells. The product overview gives a complete overview of all registered products in the system, including key information such as product number, name, category, stock status, sales prices and cost prices.
The overview makes it possible to manage products efficiently by adding, editing or deleting product information. It shows stock data such as availability and stock count, which helps with inventory management and reordering. With functions such as "Add to stock & label journal", "Activate" and "Deactivate", you can quickly make changes to the products' status. Bulk operations in the toolbar and the "More" menu make it possible to handle many products at once.
From Financial, select "Product" → "Products". Products can also be accessed and created directly from the POS under the "Products" tab.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The product list shows all products in a table overview. You can sort on most columns by clicking the column header. Each column supports filtering directly in the column, so you can quickly narrow down the results. The columns can be shown and hidden via the column selector in the grid – many columns are hidden by default and can be enabled as needed.
Double-click a row to open the product in edit mode.
Shadow products are shown in italic and grayed-out text in the list. They originate from an external shadow item catalog and cannot be edited directly in the normal way. Double-clicking a shadow product opens a special shadow product dialog that shows the product's master data, images, barcodes, variants, suppliers, composite products, related products and attachments – all in read-only form. In the dialog you can also select which action should be performed on import of the shadow category and the supplier.
The search field in the toolbar supports advanced search. Prefix a + (plus sign) to search on product name rather than an exact match on number or identifier. If the search finds an exact match on a product that is not visible on the filtered page, a dialog box is shown with the option to open the found product.
The functionally important columns are described below. There are additional columns that can be shown or hidden via the column selector.
Number: The product's unique identifier in the system.
EAN: European article number (GTIN/barcode).
Name: The product's display name.
Description: Free-text description of the product (hidden by default).
Category: The product category the product belongs to. The category controls, among other things, VAT, locations and variant support.
Product locations: The warehouse locations the product is associated with.
Search tags: Search tags used for search and integration with the WebShop.
Type: The product type – Stock, Composite, Assembled or Service.
Active (Category): Indicates whether the product is active on the current organizational unit, seen in the context of category settings.
Phased out: Indicates whether the product is marked as phased out (hidden by default).
Sales price excl. VAT: Current sales price excluding VAT. A colored icon can indicate special price conditions – hover over the column header for an explanation.
Sales price incl. VAT: Current sales price including VAT.
Sales price updated on: Date of the latest update of the sales price (hidden by default).
Cost price excl. VAT: Current cost price excluding VAT (requires cost price permission).
Std. cost price excl. VAT: Standard cost price excluding VAT (hidden by default, requires cost price permission).
Last counted on: Date of the latest stock count of the product.
Active sales price type: Name of the currently active sales price type for the product (hidden by default).
Active interval sales price period: The interval for the active interval sales price type (hidden by default).
Active standard sales price type: Name of the currently active ordinary sales price type (hidden by default).
Available: Available quantity on the current organizational unit. Hover over the column header for an explanation of the calculation. A cell-level tooltip also shows the distribution per organizational unit.
Available Total: Total available quantity across all organizational units.
Stock count: Stock count on the current organizational unit. A cell-level tooltip shows the distribution per organizational unit.
Total stock count: Total stock count across all organizational units.
Reserved: Reserved quantity on the current organizational unit (hidden by default).
Total reserved: Total reserved quantity across all organizational units (hidden by default).
Available package quantity: Available quantity in package units (hidden by default).
Stock package quantity: Stock count in package units (hidden by default).
Stock receipt package quantity: Stock count in received package units (hidden by default).
Manufacturer: The manufacturer's name (hidden by default).
Suppliers: Names of all associated suppliers (hidden by default).
Primary supplier: Name of the primary supplier (hidden by default).
Primary supplier number: The primary supplier's item number (hidden by default).
Latest stock entry: Date of the latest stock transaction (hidden by default).
Support variant management: Whether the product supports variants (hidden by default).
Support serial items: Whether the product supports serial items/product instances (hidden by default).
Barcode (foreground): The product's primary barcode (hidden by default).
Dynamic sales price type columns: For each defined sales price type setup, a separate column is shown with the sales price for the relevant price type (hidden by default).
Dynamic attribute columns: Extra property columns based on the product templates' EAV attributes (hidden by default).
Minimum quantity: Minimum purchase quantity (hidden by default).
Maximum quantity: Maximum purchase quantity (hidden by default).
Order suggestion: Calculated suggested order quantity (hidden by default).
Created: Date and time of creation of the product (hidden by default).
Created by: Username of the person who created the product (hidden by default).
Latest sales date: Date of the latest sale of the product (hidden by default).
Latest purchase date: Date of the latest purchase of the product (hidden by default).
Last added to stock on: Date of the latest stock inflow (hidden by default).
Last removed from stock on: Date of the latest stock outflow (hidden by default).
Ordered quantity: Number of products in open orders (hidden by default).
Units: The product's unit type (hidden by default).
Sold units this year: Number of units sold in the current year (hidden by default).
Sold units last year: Number of units sold last year (hidden by default).
Sold units year before: Number of units sold two years ago (hidden by default).
Include in lookup fields: Indicates whether the product is included in search lookups (hidden by default).
CM DKK: Contribution margin in DKK (hidden by default).
CM %: Contribution margin ratio in percent (hidden by default).
Markup on cost price %: Markup percentage calculated based on cost price (hidden by default).
Has product images: Indicates whether the product has associated images (hidden by default).
Has variant images: Indicates whether any of the product's variants have images (hidden by default).
Has images: Indicates whether the product or its variants have images (hidden by default).
New: Creates a new product. Opens the product edit view with empty fields.
Edit: Opens the selected product in edit mode. The button is only active if the selected product is not a shadow product.
Delete: Deletes selected products or the chosen product. Only active for checked or selected non-shadow product.
Export report: Exports a report based on the displayed product data.
Refresh: Reloads the product list.
Search: Search field with advanced search. Use + as a prefix to search on product name.
More menu: Contains additional actions – see below.
Select all rows: Selects or deselects all rows in the list.
Activate: Activates selected products. Only shown when relevant.
Deactivate: Deactivates selected products. Only shown when relevant.
Availability: Shows an availability overview for the selected product. Active for a selected non-shadow product.
Show serial items/product instances: Navigates to the serial item/product instance overview for the selected product. Active when the selected product supports product instances.
Clear sales price types: Dropdown that allows clearing sales price types for selected products.
Add to stock & label journal: Adds checked or selected products to a stock and label journal.
Create copy: Creates a copy of the selected product.
Merge product into: Merges the selected product into another product. Requires special permission, and the selected product must not be a shadow product.
Recalculate stock value: Recalculates the cost prices for the stock entries. Only available for administrators.
Delete or deactivate: Deletes or deactivates the selected products. Only active for selected products.
Count: Opens stock count for the selected product. Only active for a selected non-shadow product.
Mark as phased out: Marks selected products as phased out.
Copying of sales prices: Activates the "Copying of sales prices" mode – see separate section below.
Add product location: Adds a product location to selected products.
Add current warehouse locations: Adds the warehouse locations currently in use to selected products.
Reconcile posted value (finance date): Reconciles the posted stock value with a selected finance date.
Toggle "is active" for interval price type: Toggles the activation status for the interval sales price type period for selected products.
Set current price type: Sets the current sales price type for selected products.
Add search tags: Adds search tags to selected products.
Remove search tags: Removes search tags from selected products.
The mode is activated from the "More" menu in list mode via "Copying of sales prices". When the mode is active, a panel is shown at the top of the product list with the buttons Apply and Cancel. In this panel you configure copying of sales prices from one organizational unit and price type to another. Click "Apply" to carry out the copying for the selected products, or "Cancel" to leave the mode without changes.
When a product is opened in edit mode, the following toolbar buttons are available:
Show serial items/product instances: Navigates to the serial item/product instance overview for the current product. Only shown if the product supports product instances.
Info icon: Opens the product info dialog with information about the creation and latest change of the product as well as a history of any merges. Only available for existing products.
Print label: Prints a label for the product.
Export report: Exports a report for the current product.
Add to label journal: Dropdown that allows adding the product to a label journal.
Add to stock journal: Dropdown that allows adding the product to a stock journal.
Show/Hide cost price: Toggles the display of the cost price fields. The button is only visible if the user has permission for cost price information.
Edit product settings: Opens the product settings dialog – see separate section below.
Web settings: Opens the Web settings dialog – see separate section below. Only shown if the WebShop is supported.
Activate: Activates the current product. Only shown for deactivated products.
Deactivate: Deactivates the current product. Only shown for active products.
More menu (edit mode): Contains the actions Create copy, Merge product into, Count and Context for cost price calculation.
Product search lookup: Search field that allows you to navigate directly to another product without leaving edit mode.
Audit log: Opens the history log for the current product. Only available for existing products.
Save, Save and new, Save and close: Standard actions for saving changes.
Save and continue: Saves changes and remains in edit mode.
Close/Cancel: Closes edit mode without saving.
The system shows contextual warnings at the top of the product edit screen:
Product is deactivated on current org. unit: Shown when the product is deactivated on the organizational unit you are working under.
Sales price does not exist – created on save: Shown if a sales price has not yet been created for the product. The sales price is created automatically when you save.
Calculated sales price: Info banner shown when the system has calculated a sales price based on cost price and contribution margin ratio.
Product is phased out: Warning banner shown when the product is marked as phased out. The banner states the phase-out date and any replacement product.
The dialog is opened via the info icon in the edit mode toolbar and is only available for existing products. It shows when the product was created, when it was last changed, and by whom. In addition, a history of any merges of the product is shown, including source product and time.
The dialog is opened via the "Edit product settings" button in the toolbar during edit mode.
Template: Select a product template. The template controls which EAV attributes (extra properties) are shown directly on the product edit screen under master data.
Support serial items: Override field that controls whether the product supports serial items/product instances (normally inherited from the category).
Allow serial item stock as base item: Override field that controls whether serial items can be added to stock as base items.
Serial item template: Select a template for serial items associated with this product.
Show select serial item dialog on sale: Override field that controls whether a selection dialog for serial items is shown on sale.
Support variant management: Override field that controls whether the product supports variants (normally inherited from the category).
Variant template: Select a template for the product's variants.
Is hourly rate product: Indicates whether the product is an hourly-based service product.
Product units: Select a unit type for the product.
Show price dialog (free price on sale): Enables free pricing on sale – the user must enter the price manually.
Allow change of sales price: Override field that controls whether the cashier may change the sales price.
Show product page on sale: Shows the product page when the product is added to the cart.
Force quantity = 1: Prevents the quantity from being changed to more than 1 on sale. Hidden for serial items.
Show on POS: Override field that controls visibility in the POS product search. Only active for active products.
Update supported sales prices from composite products: Calculates and updates the sales prices based on the prices of the composite products. Only visible for composite products.
Should be financially posted as its own entry: The product is posted as a separate finance entry.
Allow decimal numbers: Allows decimal quantities on sale.
Phased out: Marks the product as phased out. When enabled, the fields Phased out date and Replaced by are shown.
Phased out date: Date from which the product is phased out.
Replaced by: Specifies a replacement product that is suggested when this product is used.
Account selection is required: Makes it mandatory to select a financial account on sale.
Do not include in CM/CM%: The product is excluded from calculation of contribution margin and contribution margin ratio.
Include in lookup fields: Indicates whether the product is included in search lookups in the system.
Include in revenue: Indicates whether the product is included in revenue calculations.
Sold without VAT: Override field that controls whether the product is sold without VAT.
Purchased without VAT: Override field that controls whether the product is purchased without VAT.
Automatic update of std. cost price: Override field that controls whether the standard cost price is updated automatically on goods receipt.
Sort order: Numeric sort value that controls the order of the product in views.
Allow user-defined text: Override field that allows free-text association to the product line on sale.
Color: Color picker for visual marking of the product in the POS.
Amount per point: The sales amount that earns one loyalty point.
Weight in grams: The product's weight in grams.
Height (cm): The product's height in centimeters.
Length (cm): The product's length in centimeters.
Width (cm): The product's width in centimeters.
Can financial account be changed: Override field that controls whether the financial account can be changed on sale.
Auto-post stock consumption: Override field that controls whether stock consumption is posted automatically.
Service type for serial items sold together with this product: Select a communication workflow type that is activated for serial items sold together with this product.
Use option set (pos): Select the mode for using option sets in the POS.
Print to production on sale completion: Override field that controls whether a production receipt is printed on sale completion.
Use min/max: Enables min/max purchase quantity management for the product.
Purchase quantity settings: Setting of minimum, maximum and package size quantities for purchasing.
Supports aggregate printout: Enables aggregated printout for the product.
Fixed contribution margin ratio on service items: Indicates whether the product inherits a fixed contribution margin ratio from the category, and optionally a specific contribution margin ratio percentage.
The dialog is opened via the "Web settings" button in the toolbar during edit mode. The button is only visible if the WebShop is enabled.
Web display name: The product's display name on the WebShop. Can differ from the internal display name.
Short description: Short HTML-formatted description of the product for the WebShop (edited in the TinyMCE editor).
Long description: Extended HTML-formatted description of the product for the WebShop (edited in the TinyMCE editor).
Stock policy: Dropdown that controls how stock count is handled on the WebShop for this product.
Backorder handling: Dropdown that controls the handling of backorders for this product on the WebShop.
Do not update after creation: When this is checked, the product's web settings are not updated automatically on future synchronizations after the initial creation.
The dialog is opened from the "More" menu in edit mode via "Context for cost price calculation". It provides a detailed insight into the calculation basis for the cost price of the current product.
Select an organizational unit to see the calculation context for the relevant unit. The dialog shows:
Stock org. unit: The organizational unit the stock belongs to.
Automatic update of std. cost price: Indicates whether the cost price is updated automatically (Yes/No).
Use latest stock inflow as cost price source: Indicates whether the latest stock inflow is used as the source for cost price calculation (Yes/No).
Stock count: Currently available stock count.
Average stock cost price: Average cost price calculated based on the current stock.
Current standard cost price: The currently registered standard cost price.
Current cost price: The current calculated cost price.
To create a related product, do the following:
Open Financial and select "Product" → "Products". Open the product you want to associate a related product with. Navigate to the "Related products" tab and click the plus icon above the column. Fill in the fields and click "Save".
If you have questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Settings for products
Review of all product settings in Sapera (the Inventory module). Controls behavior for cost price, variants, serial number items, search, supplier, POS screen, composite products and much more.
