This article is a complete walkthrough of all fields on the product editing screen in Sapera. The screen is used both when you create a new product and when you edit an existing one. The fields are grouped to follow the order and division you encounter in the program: first master data at the top, then prices, locations and buttons, then the dialog Edit product settings with the more advanced choices, and finally the tabs at the bottom (barcodes, variants, serial number items, suppliers, etc.).
Many of the fields are so-called override fields. This means that by default they inherit their value from the product category, but can be set specifically on the individual product. Where this is the case, it is noted in the field description.
From Financial, select Product and then Products. Click the blue button with the plus symbol at the top to create a new product, or double-click an existing product in the list to edit it. Fill in or edit the fields as described below, and click Save.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
Note: Products can also be accessed and created directly from the Pos module on the Products tab.
At the top of the editing screen, one or more banners are automatically shown if the product's state requires attention.
Product is deactivated on current org. unit is shown as a yellow warning banner when the product is deactivated on the organizational unit you are working on. The product can still be edited, but is not active in sales and lookups on this unit.
Sales price does not exist. Sales price will be created on save is shown as a red banner when no sales price has yet been created for the product. The sales price is created automatically when you save.
Calculated sales price is shown as an information banner (blue) when the product's sales price is calculated automatically – e.g. based on the prices of composite items. The banner explains the basis for the price.
Product is phased out is shown as a warning banner when the product is marked as phased out. The banner indicates the date of the phase-out and any replacement product that is specified.
The top section of the screen contains the product's basic information.
Number: The product's unique product number (identifier) in the system. Used to distinguish products and ensure correct tracking. The field is locked by default on existing products (click the lock to edit). Entered text is automatically converted to uppercase.
EAN: The product's global item number / barcode (GTIN/EAN). Used for scanning and identification in connection with stock management and sales. Must be unique across the product and its variants.
Product category: Indicates which category the product belongs to. The category controls a wide range of default settings (VAT, accounts, whether variants/serial number items are supported, etc.) that the product inherits. When the category is changed, the inherited settings are updated.
Type: The product's type (product kind). Selected from: Stock – an ordinary stock item that is stock-managed and that supports variants and serial number items. Composite – a grouped product composed of other products, where the parts appear as separate lines. Assembled – an assembled product (bundle) that is stock-managed as a single unit consisting of other items. Service – a service without stock, which supports serial number items and variants, but not stock holdings. The type controls, among other things, whether the stock tabs, variants and composite products are available.
Primary supplier: Indicates the product's main supplier. Eases reordering and is used as the default supplier for purchasing. Linked to the supplier list on the Suppliers tab.
Supplier item number: The main supplier's item number for the product. Used for reference at the supplier and ensures consistency in purchasing communication. Linked to the selected primary supplier. Note that the primary supplier and its item number are specified here on master data, while other supplier relationships are handled on the Suppliers tab.
Display name: The product's name as shown on customer-facing platforms, receipts and in the system. Can be translated into several languages via the localization icon by the field, if multilingual support is enabled.
Search tags: Keywords (search tags) that make the product easier to find in lookup fields and searches. Certain search tags may require web properties to be filled in on the product.
Manufacturer: The manufacturer of the product (an actor). Filled in if relevant; used for filtering and information.
Description: A free-text description of the product for internal use and display. Can be translated into several languages via the localization icon.
The price fields are located in the middle/right part of the master data area. Several of the fields are only visible if cost price is used on the product category, and cost price may be hidden if the user does not have permission to see it.
Cost price excl. VAT: The product's current cost price (purchase price) without VAT. Can only be edited if the user has permission to change the cost price.
Std. cost price excl. VAT: The standard cost price without VAT. Used as a fixed calculation basis, and can be updated automatically depending on the setting Automatic update of std. cost price (see product settings).
Sales price incl. VAT: The product's sales price to customers including VAT. Click the pencil icon by the field to open the full sales price dialog, where prices per sales price type and campaigns can be set. If the sales price is calculated (e.g. based on composite items), a note about this is shown.
Sales price excl. VAT: The same sales price shown without VAT. Editing here updates the price incl. VAT correspondingly.
CM DKK: The contribution margin in kroner, calculated from the sales price and cost price. Can be entered directly to calculate back to the sales price. Hidden if margin is hidden.
CM %: The contribution margin ratio in percent, indicating the product's profitability. Can be entered directly and affects the sales price.
Markup on cost price %: The calculated markup percentage on top of the cost price (read-only display).
Product locations: The physical locations/shelf placements where the product is located (e.g. in the warehouse). Several locations can be selected.
Create the item visible only for own org. unit: Checkbox that is only shown in the cases where it is supported. When set, the product is created as private and only visible for the current stock/organizational unit.
Immediately below master data, any extra product properties (attributes) defined by the selected product template are shown. These fields are shown directly on the editing screen – not in the settings dialog – and vary from product to product depending on the selected template. It is in Edit product settings (the field Template) that the template is determined; if you change the template, the visible attribute fields change accordingly.
The toolbar at the top of the editing screen contains a number of actions. Which ones are active depends on the product's state.
Save and continue saves the product and stays on the editing screen without closing. Useful when updating many fields in succession.
Save saves the product and closes the editing screen.
Save & new saves the product and immediately opens a blank editing screen for creating a new product.
Save and close is equivalent to Save – saves and closes.
Cancel / Close closes the editing screen without saving changes.
Show serial number items/product instances opens the view of the product's serial number items (instances). Only active when the selected product supports serial number items.
Info icon (product info) opens the product info dialog with creation and change information as well as merge history. Only available for existing products (not new ones).
Audit log (history) opens the audit log with all changes to the product over time. 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 draft is a dropdown button that lets you add the product to an existing label draft.
Add to stock draft is a dropdown button that lets you add the product to an existing stock draft.
Show/Hide cost price is a toggle button that shows or hides the cost price fields on the screen. Useful if the cost price is normally hidden for the user.
Edit product settings opens the dialog with advanced product settings (see the next section).
Web settings opens the dialog for webshop-specific fields. Only visible if web products are supported in your configuration.
Activate activates a deactivated product. Only visible when the product is deactivated.
Deactivate deactivates an active product. Only visible when the product is active.
Product search lookup lets you navigate directly to another product without closing the editing screen. Type a product number or name to switch to another product.
More menu (editing mode) contains: Create copy (creates a copy of the product), Merge product into (merging with another product – requires permission), Count (starts a count for the product) and Context for cost price calculation (opens the dialog – see below).
Opened via the info icon in the toolbar (only for existing products). The dialog shows when the product was last changed, and contains an overview of all previous merges (merge operations) involving this product. Use the dialog to trace the product's history and identify merges.
Opened via the More menu in editing mode under the item Context for cost price calculation. The dialog shows which calculation context applies to the product's cost price on a selected organizational unit. Fields in the dialog: Organizational unit (dropdown for selecting the OU), Stock org. unit (the OU the stock figure is retrieved from), Automatic update of std. cost price (whether the std. cost price is updated automatically), Use latest receipt as cost price (from settings), Stock figure (quantity available), Average available cost price, Current standard cost price and Current cost price. The dialog is read-only and is closed with Close.
The advanced settings are opened via the Edit product settings button. The dialog contains templates, override fields for variant and serial number item management, VAT/account management, dimensions, etc. Several fields are shown or hidden depending on the product type and category.
Template: Product template that defines which extra properties (EAV attributes) the product has. If you change the template, the attribute fields are updated directly on the editing screen.
Support [serial number items]: Override for whether the product supports serial number items (product instances). Only shown for types that can have serial number items. The caption is adapted to the local term for serial number items.
Allow [serial number item] stock holdings as base item: Override for whether a serial number item may be placed in stock as a base item. Only shown when serial number items are enabled.
[Serial number item] template: Template used for serial number items on this product.
Show select [serial number item] dialog on sale: Override for whether the dialog for selecting a serial number item is shown automatically on sale. Only shown when the serial number item field is relevant.
Support variant management: Override for whether the product supports variants. Only shown for types that can have variants.
Variant template: Template used for variants on the product.
Is hourly-rate product: Marks the product as an hourly-rate product (used e.g. for labour hours/services).
Product units: The product's unit type (e.g. pcs., kg, hour). Selected from the catalog of units.
Show price dialog: When set, a user-selected price (free price) is allowed when selling the product in the cash register.
Allow change of sales price: Override for whether the sales price may be changed directly on sale.
Show product page on sale: Override for whether the product page is shown automatically when the item is added to the cart.
Force quantity = 1: When set, the product is always added as an individual line with quantity 1 in the cart (rather than being combined with existing lines). Hidden when the serial number item fields are visible.
Show on cash register solution: Override for whether the product is shown in the cash register (POS). Only shown when the product is active.
Update supported sales prices from composite products: Only shown for composite product types. When set, the sales price is calculated automatically from the prices of the composite items.
Should be posted to finance as its own entry: When set, the product is posted as a separate finance entry rather than being included collectively.
Allow decimals: When set, fractional/decimal quantities are allowed for the product (e.g. 1.5 m).
Phased out: Marks the product as phased out. When set, the fields Phase-out date and Phased-out product is replaced by are shown.
Phase-out date: Date for when the product is phased out. Only shown when Phased out is set.
Phased-out product is replaced by: A replacement product that the phased-out product refers to. Only shown when Phased out is set.
Account selection is required: When set, the user is forced to actively select a finance account.
Do not include in cm/cm-ratio: When set, the product is excluded from cm/cm-ratio calculations (contribution margin/contribution margin ratio).
Include in lookup fields: When set, the product is included in search/lookup fields throughout the system.
Include in revenue: When set, the product's sales are counted in revenue statements.
Sold without VAT: Override for whether the product is by default sold without VAT.
Purchased without VAT: Override for whether the product is by default purchased without VAT.
Automatic update of std. cost price: Override for whether the standard cost price is updated automatically (e.g. based on the latest purchase).
Sort order: Number that controls the product's placement in sorted lists.
Allow user-selected text: Override for whether a user-selected display text may be specified on the product.
Color: A color linked to the product (selected in a color picker). Used, among other things, for visual marking.
Amount to points: Amount that is converted into customer/loyalty points when the product is sold.
Weight in grams: The product's weight specified in grams. Used, among other things, for freight calculation.
Height / Length / Width: The product's physical dimensions, specified in centimeters. Used, among other things, for freight and packaging.
Can finance account be changed: Override for whether the finance account may be changed on posting.
Auto-post item consumption: Override for whether item consumption is posted automatically for the product.
Service type for serial number items sold together with this product: The communication/service type (workflow) triggered for serial number items that are sold together with this product.
Use option sets (pos): Controls how the product uses option sets in the cash register (e.g. inherit from level, use from current level). Linked to the Option sets tab.
Print to production on sale completion: Override for whether a production sheet (composition/assembly sheet) is force-printed on sale completion.
Use min/max: When set, the settings for purchase quantity (min/max and pack size) are applied to the product.
Settings for purchase quantity: Detailed settings for purchasing (min/max quantity, pack size, etc.), shown under Use min/max.
Supports aggregate printout: When set, the product supports aggregated printout, and the associated properties for aggregate printout are shown.
Fixed contribution margin ratio on service items: A panel where a fixed contribution margin ratio can be defined for service items. Contains the checkbox Inherit from category and the percentage field itself for the fixed contribution margin ratio.
The dialog is opened via the Web settings button in the toolbar (only visible if webshop is supported in your configuration). Here the webshop-specific fields for the product are edited.
Web display name: The product's name as shown on the webshop. Can differ from the internal display name.
Short description: A short description for the webshop, edited in a rich text editor (TinyMCE). Corresponds to the SEO description and is typically shown in product overviews.
Long description: A more detailed description for the product page on the webshop, edited in a rich text editor (TinyMCE).
Stock policy: Controls how the webshop handles stock for this product. Options: (empty – inherit from default), Manage stock and Do not manage stock.
Backorder handling: Determines what happens if the product is sold out. Options: (empty – inherit from default), Allow (the customer can order), Do not allow (the customer cannot order sold-out items) and Notify the customer (the customer is informed about the backorder).
Do not update after creation: When set, this product's web data is not overwritten on future synchronizations after the first creation on the webshop. Useful if you have customized the product manually in the webshop system.
At the bottom of the screen a set of tabs is shown, which are only visible/relevant depending on the product type and data. Tabs with data are highlighted.
Shows the product's stock availability per organizational unit. Availability FIFO shows the FIFO-based statement. Both tabs are only visible for stock-managed products. The tooltip on the availability columns in the product list shows the per-OU distribution.
Shows the product's stock movements (stock entries/transactions) over time.
Shows reservations and orders linked to the product.
Upload and management of product images.
List of additional barcodes on the product beyond the EAN field on master data. Columns: Barcode (the code itself), Type (the barcode's kind) and Supplier (linked supplier). Each line can be edited in a dialog with the same three fields. Add barcodes via the plus icon, edit via the pencil icon, and delete via the minus icon.
List of the product's variants with the columns relevant to the current variants (including barcodes and attribute values). Only visible when variant management is enabled on the product or its category. From the tab you can add, edit and remove variants. The action Add to stock and label draft (button in the tab's toolbar) lets you add the selected variants directly to a draft.
List of the product's serial number items (product instances). Columns: Number, Serial number, Variant, serial number item no., Barcode, Reg. no., Display name, Service type, any attributes, Purchase price, Sales price, Used-goods VAT, Sold, Created and Updated. The serial number item must be saved together with the product. Only visible when serial number items are enabled.
List of the product's other suppliers (beyond the primary supplier specified on master data – the primary supplier is not shown again here). Columns: Product/variant, Supplier, Cost price excl. VAT, Number (supplier item no.) and Primary. Each supplier line is edited in a dialog with the fields Variant, Supplier, Cost price excl. VAT, Primary (checkbox) and Supplier item no.
For composite/assembled products: the list of items the product consists of. Only visible for composite types.
List of related products (for upselling/campaigns). Columns: Product/variant, Quantity, Relation type, Price %, Price (excl. VAT, hidden by default), Price incl. VAT, Add automatically, Add automatically on purchase and Should be printed on receipt/invoice.
List of option set references linked to the product. Visible/editable depending on Use option sets (pos) in the product settings.
Upload of relevant documents (manuals, technical specifications, etc.).
Shows products that refer to this product. Only for existing products.
Shows complaints linked to the product. Only for existing products.
Shows automatic cost price/stock adjustments on stock entries. Only for stock-managed products.
Shows previous merges (merge operations) of the product. Only for existing products. The same information can be viewed together in the product info dialog (the info icon in the toolbar).
This mode is enabled from the product list's More menu under the item Copying of sales prices. When the mode is active, a panel is shown at the top of the product list with a description of the selected source and destination for the copy. Use Apply to perform the copy for the selected products, or Cancel to leave the mode without making changes. The dialog for setting up the copy (opened on enabling) contains: Source org. unit, Source price type, Destination org. unit and Destination price type.
If you have any questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Settings for products
Walkthrough of all product settings in Sapera (the Inventory module). Controls behavior for cost price, variants, serial number items, search, supplier, cash register screen, composite products and much more.
