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Automatic addition of products from sales invoices

Last updated: 2025-01-23

The option to automatically add invoice products to the database is designed to simplify your work and allow quick product entry into your account during the first issuance of an invoice. With this feature, you don't need to create a product in the database before issuing a sales invoice. In this article, you will learn where to check the settings on your account to configure the method for adding products from sales invoices.

Automatic Addition of Products from Sales Invoices

First, ensure that the option to automatically add invoice products to the database is active on your account. This option is enabled by default for new accounts, so unless you have changed this setting, it should already be active.
 
To activate the automatic addition of products to the database from sales invoices:
 
1. Go to the Settings tab > Account Settings > Configuration > Products, 

 

2. Locate the Products on Invoice section and check if the option Automatically add invoice products to the database is active,
 

 

3. If a different option is visible in this field, click on it and change the setting (if the option Automatically add invoice products to the database is already selected, no changes are necessary),

4. If you have modified the settings related to products from sales invoices, confirm the changes by clicking Save.
 

To verify that the feature works correctly, go to the document issuance form and create an invoice with a product that does not yet exist on your product list.


After saving the document, the system will display the invoice with the new product, which was added to the product database on your account during the save process. The product name serves as a hyperlink, and clicking on it will take you directly to the product's card. This confirms that the product has been successfully added to the database.


 

After navigating to the product card, you can complete its configuration by adding additional information that was not copied from the invoice.



NOTE! If you are using warehouse management, remember to update stock levels using the appropriate documents.
 
The active option Automatically add invoice products to the database also enables the feature to choose whether to add a product during invoice creation. To enable this choice when adding products from sales invoices, go to the product settings, check the box next to Show confirmation checkbox under every item on sales invoices and save the changes.



 

On the invoice creation form, an additional checkbox, Add product, will appear under each added item. For the Do not add automatically option, the checkbox will be available for selection, while for the Automatically add option, it will be selected by default. In both cases, you can decide whether the product should be added to the database or not.

For sales invoices, if you use warehouse management and do not check the Add product checkbox under the item, the system will display the following message:
Some products are not in the database and will not be added to it. This will prevent them from being included in inventory documents. Do you want to save the document?

 

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