Create and edit a product
A product is created together with its variants in one form. Every product needs at least one variant.
Where: Catalog → Products → Create product
Who: create catalog.product.create; edit catalog.product.update.
Before you start:
- the categories exist;
- master data has your colours and sizes, and at least one active Unit Of Measure;
- you know each variant's SKU, and its EAN or barcode if you use them.
How the form is laid out
Step 1: product information
| Field | What to enter | Example (Cotton T-shirt) | Rules |
|---|---|---|---|
| Code | Your unique code for the product | TSHIRT-COTTON | Required; unique |
| Name | The name people see | Cotton T-shirt | Required |
| Kind | Finished good (you sell it) or Raw material (you use it to make things) | Finished good | |
| Status | Draft, Active, Inactive or Discontinued (see below) | Active | |
| Product Type | GOODS (physical) or SERVICE (not physical; never stocked) | GOODS | |
| Unit Of Measure | How you count it: PCS, KG, GRAM, LTR or METER | PCS | |
| Category | Type to search, then pick one | T-shirts (TSHIRTS) | Optional; clear with ✕ |
| Customer Lead Time Days | Days you need before you can supply a customer | 2 | Whole number |
| Units Per Pack | How many units in one pack | 10 | |
| Pack Unit | The pack, from master data | Box | |
| Notes | Internal notes | 180 gsm cotton; supplier Westline | |
| Stockable | Keep stock of it in Inventory | ✓ | Services are never stockable |
| Saleable | It can be sold | ✓ | |
| Purchasable | It can be bought from suppliers | ✓ |
The Product Length / Width / Height, Package Length / Width / Height and Dimension Unit fields in the product information section are currently not saved. Enter sizes on each variant instead (Step 2).
Step 2: variants
The form starts with Variant 1. Fill it in, then select Add variant for each extra version. The full field list is on the Variants page. The essentials:
| Field | Example: Variant 1 | Example: Variant 2 |
|---|---|---|
| Variant Code (required) | BLU-L | RED-M |
| Name | Blue, Large | Red, Medium |
| SKU (required, unique) | TS-BLU-L | TS-RED-M |
| EAN | 5012345678900 | 5012345678917 |
| Status | Active | Active |
| Color / Size | Blue / Large | Red / Medium |
| Cost Price / Sale Price | 5.20 / 12.00 | 5.20 / 12.00 |
| Default | ✓ |
Step 3: save
Select Create product. You'll see "Product created successfully." and the product appears in the product register.
Choosing the product type and flags
| Example | Type | Kind | Stockable | Saleable | Purchasable |
|---|---|---|---|---|---|
| Cotton T-shirt (bought in, sold) | GOODS | Finished good | ✓ | ✓ | ✓ |
| Ceramic Mug (bought in, sold) | GOODS | Finished good | ✓ | ✓ | ✓ |
| Plain cotton fabric (used to make shirts) | GOODS | Raw material | ✓ | ✓ | |
| Gift wrapping (a service) | SERVICE | Finished good | (always no) | ✓ | |
| Delivery charge | SERVICE | Finished good | (always no) | ✓ |
A product with only one version
Even a product that comes in only one version needs one variant. Give it a simple code.
Example: Ceramic Mug
| Product field | Value | Variant field | Value |
|---|---|---|---|
| Code | MUG-CERAMIC | Variant Code | STD |
| Name | Ceramic Mug | Name | Standard |
| Type / Unit | GOODS / PCS | SKU | MUG-STD |
| Category | Mugs and cups | Sale Price | 4.50 |
Product status
| Status | Use it when | Example |
|---|---|---|
| Draft | You're still setting it up | New season range, prices not agreed |
| Active | It's in normal use | Cotton T-shirt |
| Inactive | Temporarily not used | Seasonal item out of season |
| Discontinued | Permanently withdrawn; kept for history | Old mug design |
This is the usual path. The system doesn't enforce it: you can choose any status at any time. Status is information for people. Other screens don't hide inactive or discontinued products, so tell your team.
Variants have their own Status too. A product can stay Active while one variant (say Red / Medium) is Discontinued.
Edit a product
- In the product register, select the pencil (Edit Product) on its row.
- The same form opens with the saved details and variants ("Edit product").
- Change what you need, then select Save changes ("Product updated successfully.").
You can change everything, including the code. Remember that other modules and documents refer to the product, so change codes only when you must.
Delete a product
Select the bin (Delete Product) and confirm "Are you sure you want to delete product TSHIRT-COTTON?". You'll see "Product deleted successfully."
Deleting removes the product and all its variants permanently. The system does not check whether the product has stock, orders or history in other modules: those records would be left pointing at a product that no longer exists. For a product you no longer sell, set Status to Discontinued instead.
Messages
| Message | What to do |
|---|---|
| "Code is required" / "Name is required" | Fill them in. |
| "Product code already exists: TSHIRT-COTTON" | Use another code, or edit the existing product. |
| "At least one product variant is required." / "At least one variant is required." | Keep at least one variant. |
| "SKU 'TS-BLU-L' already exists for this tenant." | Another variant, perhaps of another product, uses that SKU. Choose a different one. |
| "Units of measure unavailable" (the save button is disabled) | Add an active Unit Of Measure item in master data. |
| "Product options unavailable" | The drop-down lists didn't load. Select Retry. |