Products - product database in the system

Created: 2021-01-25
Last updated: 2024-03-15

In the InvoiceOcean system, you can easily create and manage the Product database. This database contains all the necessary information about products, such as: purchase and sale prices, TAX rate, available quantity.

Adding products to the database

There are two ways to add a product to the database: manually and automatically based on the created document.

Manually addition of a product to the database

  • Go to the Products/Warehouse> Products tab and in the upper left corner select Add new product.
  • Then, fill in the product data on the product card and confirm by clicking the Save button.

Product database

On the product card, you can fill in the following values: 
  • Product name - this is a mandatory field, and the product name can have a maximum of 255 characters;
  • Product code - in this field, you can enter the manufacturer's code | you can read more about the product code in the article → Product Codes;
  • EAN code - in this field, you can add the product's barcode, the field is visible if the Use EAN code option for products is active in the Configuration > Products tab;
  • Net price, TAX, and gross price - based on this and the TAX rate, the system will calculate the gross selling price;
  • Currency - in this field, it is specify the main currency of the product;
  • Separate sales price for warehouses - this option allows you to set different selling prices for individual warehouses - available when warehouse management is enabled | you can read more about separate selling prices in the article → Separate sales price of products for multiple warehouses;
  • Category: Allows to set up your products in groups. You can find more information in the article → Product grouping;
  • Description - allows you to add additional information about the product and display it on the invoice | you can read more about the product description in the article → Product description displayed on the invoice;
  • Tags - allow you to add additional labels to the product, which you can then find in the product database or use when generating certain reports.

In the product card, during its creation or editing, you can provide additional information. To mark the product as a service, add its purchase prices, expand the See more options section (or Hide additional options if already expanded).
In this section, you can add:
  • Service checkbox - allows you to mark the product as a service, an additional symbol ♣ will appear next to the product name on the product list, services do not have inventory, activating this option also allows you to additionally mark the product as an electronic service | more about services in the article → Product as a service;
  • Quantity restrictions (warehouse) - checking this option will display the available quantity of the product when issuing an invoice | more about quantity restrictions in the article → Quantity restrictions (warehouse);
  • Available quantity field - specifies the estimated quantity of products that can be sold | more about available quantity in the article → Available quantity field of the product;
  • Net purchase price, VAT, gross purchase price - in this field, you can enter the purchase price of the product or activate automatic purchase price updates | more about automatic purchase price updates in the article → Automatic purchase price update; IMPORTANT! If the purchase price is entered, the calculated margin and markup will appear on the saved product card;
  • Package (include other products) - the product consists of other products - checking this option allows you to create a package consisting of other products, an additional symbol ✉ will appear next to the name on the list, the package does not have inventory | more about creating a package of products in the article → Product package;
  • Unit - allows you to choose the sales unit such as pieces, kilograms, and others;
  • Default sold quantity - in this field, you can enter the sold quantity e.g., 1 for the piece unit or 10 for the kilogram unit | more about default sold quantity in the article → Default sold quantity;
  • Supplier code - If the product has its own code at the supplier from whom you are purchasing it, you can provide it in this field;
  • Accounting account (sales) - accounting code exported to selected accounting programs | more about the accounting code (sales) in the article → Accounting account (sales) in the product card;
  • Disable checkbox - the checkbox is marked when the product is deleted from the database; if there are documents on the account where the product is visible, such a product is not permanently deleted from the system but only marked as inactive;
  • Add Attachments button - allows you to add, for example, product photos | more about attachments in the product card in the article → Add attachments in the product card.


Automatic addition of a product to the database

The second method is automatic addition of a product from a warehouse document or cost invoice.
Similarly, in the case of a sales document - simply go to Settings > Account Settings > Configuration > Products > Products on Invoice and select the option Automatically add invoice products to the database. More about this option can be found in the article → Automatic Product Addition

Product database 2

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