Products

The Products List

The Products page shows every product in a searchable table. The number beside the title is your product count, and the search box filters by name, code, or category as you type.

Each row shows:

• Name, with its short description underneath and a Variants badge (and count) if the product has variants.
• Code (the product or barcode value).
• Category.
• Price.
• Stock, with an amber Low badge at 5 units or fewer and a red Out badge at zero.
• Status (Active or Inactive).

For a product with variants, the Stock column shows the total across its active variants, labelled (combined). Beside that total you also see how many individual variants need attention: a red badge such as 1 out when a variant has run out, and an amber badge such as 2 low when a variant is down to 5 units or fewer. Both can appear at once. Variants you have deactivated are not counted.

Above the table, filter chips narrow the list by status (All, Active, Inactive) and by stock (All Stock, Low Stock, Out of Stock). The stock filters cover variant products too: Out of Stock finds products where at least one active variant has run out, and Low Stock finds products where at least one active variant is down to its last few units.

Use the column visibility menu (the columns icon above the table) to also show:

• Unit (the unit of measure, such as kg, L, or ea).
• Cost Price and Margin (Admins only). Margin is green when positive and red when you are selling below cost. These are hidden by default to keep the table clean.

On each row, Admins have action icons to manage variants, adjust stock, edit, and delete the product. When your store belongs to a multi-branch organization, a branch stock icon also appears (see Multi-Branch (Organizations)).

Adding a Product (Admin Only)

1. Go to Products from the sidebar.
2. Click Add Product.
3. Fill in:
   • Name (required)
   • Unit of Measure (Each, Kilogram, Litre, and so on: see Units of Measure)
   • Category (required: see Product Categories)
   • Code (optional. A code is filled in for you, and you can change it. Set it to the barcode printed on the item so it can be scanned at the POS.)
   • Selling Price (what the customer pays. For items sold by weight or volume the field is labelled with the unit instead, for example Price per kg.)
   • Cost Price (optional, for margin tracking, never shown to cashiers: see Cost Price & Margin)
   • Stock (the quantity you currently hold. Leaving it at 0 shows a reminder that the product will not appear at the POS.)
   • Tax Class (shown only when the tax module is on; leave it as the store default unless this product is taxed differently: see Tax Module)
   • Description (optional)
   • Returnable, with an optional custom return window (see Returns Policy)
   • Promotion eligible (on by default; turn it off to exclude this product from every promotion: see Promotions)
4. Click Create Product.

Editing a Product

Click the Edit (pencil) icon on any product row. You can change the name, unit of measure, category, code, selling price, cost price, tax class, and description, and toggle Returnable, Promotion eligible, and Active. Click Save Changes when you are done.

Stock is not changed here

The Stock field in the edit form is locked. To change stock, either receive a purchase order for the product, or record a stock adjustment. Both keep a full history of every change. See below.

To remove a cost price you set earlier, clear the Cost Price field and save.

Deactivating a Product

Toggle the product's Active status off. Inactive products are hidden from the POS and barcode lookups, but their sales history is preserved.

Products with Variants

For products that come in multiple sizes or colours, see Product Variants. You set a variant's stock when you create it, and every change after that goes through Stock Adjustments, exactly as it does for products without variants.

Stock Adjustments and History

To change stock or review how it has changed, click the Adjust stock icon on a product row. The dialog has two tabs: Adjust (add or remove stock) and History (every past change, what type it was, the resulting stock level, and who made it). See Stock Adjustments.

Checking Stock in Other Branches

If your store is part of a multi-branch organization, a branch stock icon appears on product rows. Managers and Admins can use it to check the same product's stock at sister branches. See Multi-Branch (Organizations).

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FAQ

Q: Why can't I find a product at the POS?

A: The product may be deactivated or out of stock. Check the Products page and verify its status.

Q: Can I sell a product that is out of stock?

A: No. The system will show an error if there is insufficient stock.

Q: Can I sell an inactive product?

A: No. Products must be marked as active.

Q: Can a Cashier manage products?

A: No. Only Admins can create, edit, or manage products. Managers can view products but not change them.

Q: Can I change a product's stock from the edit form?

A: No. The Stock field in the edit form is locked. Raise stock by receiving a purchase order, or use the Adjust stock icon on the product row to correct it either way. Both record the change with a reason and keep a full history of who changed stock and when.

Q: If I change a product's price, does it affect old sales?

A: No. Each sale saves a snapshot of the price at the time of the transaction. Past records are never altered.