Product Management

1. Product Management Overview 

The Product Management section is a centralized interface for managing all product-related data within the system. It allows users to view, organize, and maintain detailed information about individual products, including their descriptions, unit of measure (UOM), pricing, and publication type. Products can be tagged, filtered, or searched by code or name, making it easier to locate specific items. Users can also classify products based on categories like inventory availability, new items, featured, or clearance status. This module supports efficient product lifecycle management, ensuring accurate and up-to-date product data is readily available across departments.

• Go to Administration
• Click on Products
• Click on Product Management under Products Action

2. Key Features of the Products Tab

1. Select All Checkbox: Select all products on the current page for batch actions. Click the checkbox to select all products on the page. Uncheck it to deselect all.

2. Add Tag Button: Using tags for products helps keep everything organized and easy to find. Tags are keywords that group similar products together, making it simpler to manage inventory and prices. They also allow for quick searches to locate specific items and can describe product features like color, size, and material.

3. Download Product Properties: Export a detailed list of all products and their properties. Click Download Product Properties to download a file with the complete product details.

4. Download Selected: Export data for selected products only. Select the desired products using the checkboxes. Click Download Selected to download the data as a JSON or CSV file.

5. Refresh Button: Refresh the product list to display the most up-to-date data. Click Refresh to reload the product list and update us on any changes made.

6. Add New Product Button: Add a new product to the system. Click Add New Product. Fill in the product details, then save.

7. Filter Button: Refine the product list based on specific criteria. Click "Filter" to open the panel and use the options to apply filters.

8. Search Bar (Search by product code or description): Find specific products quickly by their code or description. Enter a product code or description in the search bar. Press Enter or click the search icon to display matching products.

9. Navigation Controls (First, Last, Page Numbers):  Navigate through multiple pages of products. Use the First or Last buttons to jump to the beginning or end of the list. Click a page number to view products on that specific page.

3. Filter Action

• Click "Filter" to open the panel and use the options to apply filters.

• Product Code: The unique identifier assigned to each product within the system. It is used to distinguish one product from another. 
• Description:  This field contains a textual explanation of the product, detailing its key features, uses, or specifications. 
• Active: Indicates whether a product is currently available for sale or active within the system. This is a Boolean field, typically marked as “Yes” for active products and “No” for inactive ones. 
• Categories: Product categorization involves grouping items based on shared characteristics. 
• Clearance:  This field indicates products that are marked for clearance or discounted sales. Clearance items are usually sold at reduced prices to clear out inventory and make space for new stock. 
• Created On: Displays the date when the product was first added to the system. This field is useful for tracking the age of a product in the inventory. 
• Display Image: Refers to the primary image used to represent the product visually. This image is typically shown in listings and detail pages, offering a visual cue for identification. Users may filter products based on the availability of a display image to ensure all items have a proper visual representation. 
• Featured: This field indicates whether a product has been marked as a “Featured” item for promotional purposes. 
• Inventory:  Represents the current stock level of a product in the warehouse or distribution center. 
• Last Modified On: Shows the date when the product details were last updated. 
• New Product:  Indicates whether a product is newly added to the catalog. 
• Product Forecast Code: A specialized code used for demand forecasting and inventory planning. This field helps in analyzing future demand for specific products based on historical data and market trends. 
• Publish Type: The "Publish Type" field defines a product's visibility and distribution across various platforms or channels.  
• Recommended: Marks products that are recommended based on customer preferences, sales trends, or internal strategies. Recommended products are often highlighted to increase sales or cross-sell related items. Users can filter by this field to view all recommended products. Featuring recommended products enhances the shopping experience and increases customer satisfaction.
• Thumbnail Image: A thumbnail image is a smaller version of a product image used for previews in listings or quick views. This feature ensures that all products have a visual element, enhancing user interaction. Users can filter products to see if thumbnail images are available. Consistent use of thumbnails improves the overall visual appeal of the product catalog.
• Top Selling: Identifies products that have achieved high sales volumes within a specific timeframe. This field is often used to promote popular products in customer-facing interfaces. Users can filter by this field to view best-selling products and analyze their performance. Highlighting top-selling items can help drive additional sales and improve inventory planning.
• Tags: Customizable labels that can be assigned to products for categorization or search optimization. Tags allow users to organize products based on unique attributes such as “Seasonal,” “Limited Edition,” or “On Sale.” Users can filter by tags to quickly find products with specific characteristics. Proper tagging enhances search functionality and improves product discoverability.

4. Product Details Overview

• Product Title and Code: The Product Title and Code represent the name and unique identifier assigned to the product. The title provides a clear description of the product, while the code ensures it can be accurately located and distinguished within the inventory system. These fields are essential for seamless product identification, reporting, and inventory tracking.
• Unit of Measure (UOM): The Unit of Measure (UOM) is a standard unit used to measure or sell a product. It is a unit of measurement that defines how a product is quantified. UOM can be units such as kilograms, liters, pieces, or boxes. It provides a common language for businesses to communicate and transact. UOM is used to express the quantity of a product. 
• Price : The Price field displays the cost at which the product is listed for sale. This value is essential for sales transactions, customer communications, and financial reporting. Maintaining accurate price information ensures transparency and consistency across sales channels. It allows for real-time updates to reflect promotional offers, discounts, or changes in cost.
• Product Forecast Code: A specialized code for demand forecasting and inventory planning, it analyzes future product demand using historical data and market trends. Users can filter products by forecasting models, optimizing stock levels and minimizing overstock or stock out issues.
• Publish Type:  The "Publish Type" field defines the visibility and distribution of a product across various platforms or channels. It specifies where and how a product is made accessible to different audiences. Public products are accessible to all customers for general sales. Internal products are for internal users only, used for testing or training. Customer-Specific products are tailored for particular customers, ensuring exclusivity.
• Active : The Active toggle button allows you to indicate whether a product is currently available for sale, with options for "Yes" (Active) to show it to customers and "No" (Inactive) to keep it in the system without visibility
• Top Selling: Toggle to highlight items with high sales volumes over a specific timeframe, making it easier to promote and analyze top-selling products.
• Featured: This field indicates whether a product has been marked as a “Featured” item for promotional purposes. Featured products are typically displayed prominently on the website or within marketing campaigns. Users can filter by this field to find items that are actively promoted. Featuring products helps drive attention and sales for specific items, particularly new or best-selling products. Properly managing featured products ensures that promotions remain fresh and relevant.
• Clearance:  This field indicates products that are marked for clearance or discounted sales. Clearance items are usually sold at reduced prices to clear out inventory and make space for new stock. Users can filter by this field to easily find products currently on clearance. This feature is especially beneficial for sales and marketing teams in managing promotions. By including clearance products in a separate category, customers are made aware of special offers, which can lead to faster sales.
• Recommended: Marks products that are recommended based on customer preferences, sales trends, or internal strategies. Recommended products are often highlighted to increase sales or cross-sell related items. Users can filter by this field to view all recommended products. Featuring recommended products enhances the shopping experience and increases customer satisfaction.
• Inventory:  Represents the current stock level of a product in the warehouse or distribution center. This field allows users to filter products based on their inventory levels, such as items that are low in stock or out of stock. Monitoring inventory levels is essential for ensuring product availability and avoiding stock outs. This field is critical for inventory management, helping teams plan restocking and fulfillment strategies.

5. View Details 

• Users can click on View Details for an expanded view of the Product. 
• Click on View Details
• This page provides a comprehensive view of all the key details related to a specific product.

This guide provides clear, step-by-step instructions for completing the Product Details section. 

• Product Code: The Product Code is a unique identifier assigned to the product. It is essential for tracking inventory and ensuring proper product management. Every product must have a distinct code to prevent duplication or confusion. Use a consistent format for product codes that aligns with your organization’s standards. This code serves as the primary reference for orders, adjustments, and reporting. Make sure the code is descriptive enough to quickly identify the product. It cannot be left blank and must be carefully checked before saving.
• Short Description:  The Short Description provides a concise summary of the product. It helps users understand what the product is at a glance. This field is typically displayed in search results, lists, and reports. Ensure the description is clear and focused on the key features or purpose of the product. 
• Unit of Measure: The Unit of Measure (UOM) is a standard unit used to measure or sell a product. It is a unit of measurement that defines how a product is quantified. UOM can be units such as kilograms, liters, pieces, or boxes. It provides a common language for businesses to communicate and transact. UOM is used to express the quantity of a product. It helps to avoid confusion and ensures clarity in transactions. UOM is a fundamental concept in business and commerce.
• Unit Price: The unit price is the cost for a single unit of a product. It reflects the current selling rate, excluding taxes and discounts. This figure is important for billing, invoicing, and reporting purposes. It is a standalone value that indicates the base price of the product and does not include any additional costs or adjustments.
• Publish Type: The "Publish Type" field defines the visibility and distribution of a product across various platforms or channels. It specifies where and how a product is made accessible to different audiences. Common publish types include:

  1. Public:
     Products marked as "Public" are visible to all customers and appear on public-facing platforms, such as websites, e-commerce stores, or catalogs. This is the default setting for most products intended for sale to a general audience. These products are actively marketed and can be purchased by any customer without restrictions.

  2. Internal:
     Products labeled as "Internal" are restricted to internal users or staff within the organization. These products are not visible to customers or external audiences. This setting is commonly used for internal testing, prototypes, training materials, or products intended only for internal operations.

  3. Customer-Specific:
     Products marked as "Customer-Specific" are tailored for a particular customer or group of customers. They may be part of exclusive deals, custom orders, or contracts. This publish type ensures that only the intended customers can view and purchase these products, maintaining exclusivity and personalized service.

• Product Forecast Code: A specialized code for demand forecasting and inventory planning, it analyzes future product demand using historical data and market trends. Users can filter products by forecasting models, optimizing stock levels and minimizing overstock or stock out issues.
• Tax Code: A Tax Code is a special code that tells the system how to calculate taxes for a product. It's like a label that says how much tax to charge. Each product might have a different Tax Code. The Tax Code depends on the product and the tax rules that apply to it. It's used to figure out how much tax to add to the product's price. The Tax Code is important for making sure taxes are calculated correctly. It helps businesses follow tax rules and avoid mistakes. By using the right Tax Code, businesses can make sure they're charging the right amount of tax.
• Search Key: The Search Key is a keyword or shortcut that helps users find the product quickly in the system. It improves search efficiency by allowing users to type a simple key instead of the full product name. This field is especially useful for products with long or complex names. Assigning a Search Key reduces errors during searches and speeds up navigation. 
• Product Categories:  Product Categories are groups that help organize similar products together. They make it easy to find, filter, and manage products within the system. Each product can be assigned to a category that matches its purpose or type. 

This section contains toggle options to define specific characteristics of the product.

• The Active toggle determines whether the product is currently available for sale or use within the system.
• The New Product toggle is used to identify recently added items, making them easier to locate or promote.
• The Featured toggle highlights particular products for prominence, ensuring they are showcased in key areas such as promotions or listings.
• The Recommended toggle is used to designate products that are suggested for specific customer needs or purposes, enhancing targeted marketing efforts.
• The Inventory toggle indicates whether the product's stock levels are actively tracked, ensuring accurate inventory management. 
• the Test Record toggle allows for the creation of dummy entries used for testing without impacting live data or reporting systems.
• Stock Details: The On-Hand Qty. field displays the current stock level physically available.

1. 1. Reserved Qty. indicates the number of items allocated for specific orders or purposes.
   2. Available Qty. calculates the remaining stock after accounting for reservations.
   3. Low Warning Qty. is the threshold to alert users when stock is running low. These fields ensure accurate stock tracking and timely replenishment.
   4. Use the Show Inventory Details link for an in-depth view of stock movements.

Regularly updating these values prevents overstocking or stock outs. Proper stock management relies on the accurate and timely input of these details.

• Tags: The Tags field allows users to assign color-coded labels to organize and categorize products. Tags improve searchability and help identify similar items quickly. Users can type new tags or select from existing options in the dropdown menu. Tags are visually distinguishable by their unique colors, aiding in navigation. Consistent use of tags helps streamline product management across the system. Tags are optional but recommended for better organization. Misuse or overuse of tags can create confusion, so assign them thoughtfully. Always review assigned tags for relevance and clarity before saving.
• Alternate/Substitute Products: This section allows users to select related products that can serve as alternatives or substitutes. These products are listed with their product codes, names, prices, and units of measure. Users can link items that fulfill similar purposes, aiding customer decisions. The Bidirectional toggle indicates if the substitution relationship works both ways. It ensures the alternative product can also reference the original product as its substitute. Users can manage these relationships effectively to enhance product associations.
• Description: This field is used to provide detailed information about the product. Users can format the text using options like bold, italics, underline, bullet points, and numbered lists. It helps to give a comprehensive overview of the product's features, benefits, or technical details. Accurate and clear descriptions improve user understanding and decision-making.
• Public Assets: This indicates the content category where uploaded media files are stored and managed. It shows that this area is designated for public-facing assets that can be accessed or displayed as part of the application or web platform. An adjacent arrow icon indicates the panel can be collapsed or expanded to improve user navigation.

  • File Upload Option – Choose File:  The “Choose File” link allows users to upload new images from their local device.

  • Add From Media Library Link: The “Add From Media Library” link is at the bottom right of the section. It provides an alternate method for selecting previously uploaded media from the centralized library. This feature helps avoid redundant file uploads and encourages reuse of approved content.

  • Always Expanded Toggle:  The “Always expanded” toggle switch is located at the top right corner of the panel. This toggle allows users to control whether the Public Assets section is always open or collapsible by default. When enabled, the section stays fully visible during page load or navigation events.

• Images: This section allows users to upload images representing the product visually. Files must be in .PNG or .JPG format with a resolution of 500x500 pixels. Users can drag and drop or browse files for uploading. The image enhances the product listing by giving customers a visual reference. Adding images improves product presentation and credibility.
• Product Properties: This area lists any specific attributes or properties tied to the product. These properties are used for categorization or providing extra details. If no properties are available, users may need to define or add them. Properly defined product properties help in better organization and retrieval in the system.
• Save/Cancel Buttons: These buttons allow users to either save their input or discard changes. Clicking Save confirms and applies all edits made to the product information. Selecting Cancel discards any unsaved changes and exits the editing mode. These options ensure flexibility and error prevention in data management.