Product Management

You will find this module under Financials – Products – Product Management.


How to create products and product categories?

In 24SevenOffice, all products are added under specific categories. A category is a like a file directory with a general description of the products, goods and service that are created beneath it. Thus, you create product categories and then the corresponding products of each product category. This also facilitates a better overview of the products and among other things enables the opportunity to treat categories of products differently for accounting purposes.
Further, highlighting a category and right clicking on it reveals the other potential operations. Such as: making a new category; viewing all the products under the category; viewing all sub-categories and products under the tab; and changing the price of products or sub-categories up or down, either by percentage rate or amount.

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How to add/create categories?

Click on the “New category” button in the upper left corner of the screen. You will then get a new window where you can give the category a name and where you also have access to multiple settings.

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Accounts tab
In Accounts, you can classify how a category shall be brought to the general ledger, i.e. to what accounts products in the categories will be linked. One may add or remove a link by checking the box on the right to the desired state and clicking Save.
In the subsequent individual Product forms it is possible to change the account to which the product is linked (under the tab Type Groups). If you choose to change the account at that point, it will override the default account set up in the Accounts tab.
If you do wish to alter an account, e.g. for credit sales, uncheck the right hand box and click “Choose”. You will then be shown the options of accounts against which credit sales will be linked.
This offers a text field to enter a category description.

Important! Account Management must comply with your local Accounting rules to ensure proper recognition in the financial statements (i.e. according to the account number you use in the financial statements). The information you enter here “tells” the system how the incoming and outgoing invoices related to this category are recognized in the financial statements.

Important! If you make changes to a category, the changes will apply to all the products within that category, as long as you have not manually changed the “Type Groups” within the product itself. If you have done so, the manual product settings will override the category default.
Remember when creating settings to “Save”.

The categories (and potential sub-categories) are listed and sorted alphabetically in a folder tree.
There is no limit on how many categories you can create.
Once you have categories in place, you can start adding products.

Right clicking in the category area offers other actions, such as: create a new category, view all products under a category, view all subcategories and products under the category, and change the price of products/sub-categories up or down, by either percentage rate or amount.


How to change a category?

1 First, find the tab to change.
2 Select the category you want to change and right click.
3 Select “Edit Category” from the list.
4 This opens the same screen as above in “How to Add/create categories”
5 Follow the steps described in the “How to Add/create categories”
6 Click “Edit” and the changes are updated.


How to delete a created category?

1 Select the category to be deleted.
2 Right-click the tab and select Delete.
Note: Once you have deleted a category, all the products in that category will be deleted.



Sorting products
Products may be organized by column headings. Products can be sorted by Product Number, Product Name, Purchase Price, Sale price or Quantity. Simply click on the relevant column heading. The arrow to the right of the column heading indicates whether the sort is descending (arrow down) or ascending (arrow up).


How to change a saved/stored product(s)

Find the product you want to be changed either by using the search engine at the bottom of the product register, or by finding it in the list on the left of the screen. Double-click the product and make the changes that are desired and then click “Edit”. If you want to change multiple products all at once, you can press the “Enable Editing” button at the bottom of the page. It allows for easy editing of key properties of the product directly, such as price. Remember to click the “Disable editing” when any changes are made. The changes will be saved automatically.


How to change the price?

Select the product price you want to change and then double-click on the product. You can now change the price of the product by clicking “Edit” and the price will update. Clicking the “Enable editing” button at the bottom of the page allows for easy editing of key properties of the product directly, e.g. price. Remember to press the “Disable editing” when any changes are made. The changes will be saved automatically.


Indirect Costs

Indirect costs are as the name suggests not a direct cost and will have no financial impact. If there is a direct and measurable cost incurred on a product (such as shipping), this should not be part of the indirect cost, but rather as a separate asset.


Statistics on sales of products – categories or individual products

If you want to get a list of all the products you have registered, you can select “show all” when you go into financial products. You can also “print all”. This list will show you both the price and the number of goods in the warehouse where the product is stock controlled.

If you need a record of how much you have sold of a particular item or category, you can go into Financials – Reports – Order/Invoice and choose “Invoice report (graphic)”.

You may select by vendors, employees, Departments, projects, etc. At the bottom you have the product and product category selection process. You can add individual items or an entire category. Once you have selected the one you want in your report, select: “Show graph”.
Click on a graph and select: “show data table to the graph”. This will bring up details including the customer who purchased the product, how many he has bought and the date and quantity. Where the headings are in blue, you can sum by customer or by product by clicking on the blue heading.


CRM, Settings tab.
Here you select the price list you want the individual customer to have. If you have different agreements with your customers, you can specify the different prices in the product card. It pays off to have a standard for this when creating a new price list e.g. “10% off” or “Quantum Discount 1000 +”. The pricelist options are found in the Settings tab in CRM and will be the default for the customer. This can also be overridden when creating an order. The billing information is listed in the order tab. It automatically selects the price list to which the customer is assigned when you create an order from the customer card. It is also possible to override this if you wish.


Structure Item

To create a product consisting of several products, i.e. a structure item, do the following. To create the new product save, for example, the name, then go to the tab “Structure Product ” within this new product. Check the box at the top right to “make (the product) to a structure product. Further down the tab is the search engine to look up the products that will be part of structure item.
Double-click the product, or click the right blue arrow, to add your selection to the structure item. Remember to click “Save structure product”.
Note that it is possible to add an item structure to another structure type.