Product Master
The Product Master defines what you buy and sell: how it is measured, how it is taxed and whether the application tracks its stock.
Overview
Section titled “Overview”A product record is created once and referenced from then on. Because transactions copy their defaults from it, a change here changes the behaviour of every future document — but never a document already posted.
Prerequisites
Section titled “Prerequisites”Before you begin
- You have the Create permission for Product
- The classification groups you need already exist
Opening the screen
Section titled “Opening the screen”- Masters
- Inventory
- Product
Creating a product
Section titled “Creating a product”Open the Product list
The list shows every product record you have access to, newest first. Use the search box to check whether the record already exists before creating a duplicate.
Start a new record
Click New. Product opens with the code field already filled from the numbering series.
Complete the required fields
Fill every field marked with a red asterisk. The Save button stays disabled until all of them are valid.
Save the record
Click Save. The record becomes available to transactions immediately — there is no separate approval step.
Expected result
The record is saved, a code is allocated, and the product immediately appears in transaction lookups.
Field reference
Section titled “Field reference”| Field | Type | Required | Default | Description | Notes |
|---|---|---|---|---|---|
| Code | Auto | Read-only | — | Allocated from the Product numbering series. | Can be overridden with your own SKU if the series is set to Manual. |
| Description | Text | Yes | — | Name printed on invoices and delivery notes. | Unique. 180 characters. |
| Product Group | Dropdown | Yes | — | Drives report grouping and default ledger posting. | |
| Base UOM | Dropdown | Yes | — | The unit stock is held in. | Cannot be changed once stock exists. |
| Alternate UOM | Grid | No | — | Additional units with a conversion factor to the base UOM. | Lets you buy in cartons and sell in pieces. |
| HSN / Tax Code | Text | Yes | — | Classification code that determines the tax rate. | |
| Tax Rate | Percent | Read-only | — | Derived from the tax code and the document date. | |
| Maintain Stock | Checkbox | No | On | Off for services and charges, which have no quantity on hand. | Cannot be changed once transactions exist. |
| Reorder Level | Quantity | No | — | Below this quantity, the product appears on the reorder dashboard tile. | |
| Standard Cost | Amount | No | — | Used for margin reporting when no purchase cost is available. | |
| Status | Dropdown | No | Active | Inactive products cannot be added to new documents. |
Product fields
Important notes
Section titled “Important notes”Common problems
Section titled “Common problems”The Save button is disabled
A required field is empty or invalid. Fields in error are outlined in red with the reason underneath — scroll up, the first error is usually in the header.
You do not have permission to perform this action
Your role is missing the relevant permission for this screen. Ask an administrator to check it against Roles & Permissions.
Frequently asked questions
Section titled “Frequently asked questions”Can I delete a product record?
Not once it has been used on a transaction — deleting it would break the audit trail and every document that refers to it. Set Status to Inactive instead, which hides it from new transactions while keeping history intact.
Why does a product not appear in the lookup?
Lookups list active records only. Open the record and check that Status is Active, and that its group is one your role is allowed to use.
Can two records share a name?
No. Names must be unique so that reports and lookups are unambiguous. Add a distinguishing suffix, such as a city or branch, if you genuinely have two similar records.