In this lesson we will cover:
– Products Area
– Creating Product Groups
– Creating Products
Admin Guides:
Related Guides:
- Billing for Products
- Creating Projects from Products
- Issuing Products
- Linking Products to Assets
- Receiving Stock for Serialised Products & Delivering to the Customer
Products Area
The Products area holds information on all of the Products and/or Services that you provide.
Fig 1. The Products Module
Creating Product Groups
On the left hand side you will see the product group. These can be edited or added to by right clicking on them.
Fig 2. Products area in "Products by Group" list.
This popup screen will then appear where you can name the product group. Although the title says "New Asset Group", enabling "Use for Items" will make it a product/item group.
As of v2.178.1+, you can also use product groups as a way of excluding certain items from 3rd party accounting integrations. Once "Use for Items" is enabled, "Exclude from Accounting Integration" can be selected. This will exclude items from within that group from being synced. This can be useful if you use a catalogue integration and do not want these products syncing to your accounting integration.
Fig 3. Creating a product group.
Creating Products
To create a new product you can select "New" on the top right of the screen.
Fig 4. Creating a new product
The configurable options on products:
- Product Name – The name of the product, Only the first 50 characters will be used when the item is created/updated Xero.
- Product Group – (on the left hand side in the products view you can set the view to "Products by Group" as shown in Fig 2.) Groups can be edited/ created by right clicking on the group names when the view is set to "Products by Group".
- Is a Recurring Product – Whether or not the product is a recurring product. This can be toggled on or off and must be enabled for products to show on the recurring items/products lookup. Item will be able to be added to Recurring Invoices when added to Sales Orders
- Do not track stock – Stock checks will not be made for this Product.
- Consignable – This means the product is stock tracked and requires consigning from the Sales Order.
- Do not receive on Purchase Orders – This will ensure the item cannot be received on a PO, the use case being for setting carriage/delivery charges. This setting is for allowing items to be created and classed as a shipping/freight charge and therefore would never need to be received on a PO as they are a charge.
- Linked Asset Type for Serialized Assets – When these Items are brought into stock or consigned, Asset records must be associated with this stock movement. See Lesson on "Linking Product to Assets".
- Project Template – This will allow creation of a Project from an Order. See Lesson on "Creating Projects from Products".
- Budget Type – Adds this Budget Type to a Project from a Sales Order line.
- Is a Contract – This setting allows you to create a contract from this product line on the Sales Order.
- Do not invoice on Sales Orders – Allows you to not invoice a product on a Sales Order. An example might be not invoicing for licences on a Sales Order which was created from a quote. You may only want to invoice clients for licences on a Recurring Invoice. This allows you to prevent billing clients twice so you can convert both the Sales Order and the Recurring Invoice.
- Minimum Purchase Quantity – When raising a new Purchase Order this will check that the quantity on the PO is greater than or equal to the minimum set at Item level. This is also checked when raising a PO from a Sales Order line.
