This guide covers how to add a product in the Erply back office and POS, as well as a description of each product field.
To access the Product Catalog, go to the PIM Module and select Products.
This will navigate to a page similar to the Inventory; however, there are a few differences:
Select box: Use this to compile lists of items for making purchase orders, or barcodes from either Actual Reports or the older label printer. Clicking the checkbox in the header row will select all of the boxes listed below.
UPC Code: User entered on product card. Can be generated automatically based on settings in Settings → Configuration.
Product Groups: User created on the product card. This is the group the product is associated with for easier navigation in the POS system.
Net Price: The price of the item prior to having taxes applied to it.
Net + tax: The price of the item with the item’s specified tax rate applied to it. This item may ring up with different tax if the register has a tax rate applied to it, as the register tax rate is the definitive rate.
Report: This pops up the “Warehouse Report” for the selected item. Please see our section on the Warehouse Report for more information.
Copy: Copy this product information to create a new one just like it. This pops up a new product card, and generates a new Code/UPC code for the new product if configured to do so.
Archive: Items that have been archived no longer show up under your Product Catalog and cannot be used in any transaction. To archive an item, click the “X” on the products row to the right. You can view and unarchive products under the “Status” option in the filters menu. This column is not titled.
Press the “+” button in the top left of the product grid to add a product or a group to the POS screen.
From here, you have the option to add a product or add a group.
Click Add product. Enter your new product information, then press Save when you are done.
Note: Not all product information fields are available from the POS. Navigate to the product card in the back office to input additional information.
To add a group, click Add group. Enter your product group name and press Save.
This is where you create new products and input information about the item.
To create a new item from the Product Catalog page and click New
Alternatively, you can open the PIM menu and click the “+” button next to “Product catalog.”
The Product card captures information about an item. Opening a product card allows you to view or edit the product’s information.
To open a product card, select the product from the Product Catalog.
Below we will explain all product fields:
Code: An internal product code for business use and product identification.
UPC Code: UPC Code can be provided by the manufacturer or set by the retailer. It is generally what is used to produce a barcode for scanning. ERPLY can be configured to generate UPC codes automatically. Please read the section on Settings → Configurations to do so.
Name ENG: The name of product in English. Other languages can be enabled on premium accounts, but require consultation with your ERPLY staff.
Product Group: This is a required field. See the section on Product and Service Groups for more information.
Status: Designate the status of the product. It can be active, no longer ordered, not for sale, or archived.
Code 3: Optional extra code field for business use. Keep in mind that this field is not searchable.
MFR Code: The code the manufacturer gives to the product.
Type: This allows you to set this product as one of our specialized product types: Bundles, Matrix Products, or Assembly Products.
Supplier: This is from whom the product is generally purchased. When specified, this product will create or be appended to a purchase order for this supplier when in an Automatic Purchase Order operation.
Category: Select a product category for this item.
Priority Group: Items in a certain group can be used as a reminder for your business to stock the item, order more of the product, or indicate the product is not longer being made.
Manufacturer: The name of the manufacturer of the product.
Brand: The product brand.
Country of Origin: The country in which the product was made.
Unit: The unit by which the item is sold. Most items are sold by the piece, but they may also be sold by the yard, pound, feet, and more. If you need to add or adjust units, the setting can be found in Settings → Inventory settings / Units. If you cannot see this option, that means your Erply login does not have proper user group permissions.
Net Price: The price you would like to sell the item for, not including any applicable taxes.
Price + Tax: If you’ve set a tax rate on this Item, this will be autogenerated. You can also specify this and have the price generated if there is a tax rate set. If there is no tax rate set, this will be the same as the Net Sales Price.
Tax Rate: The applied tax rate on this item. If the register has a tax rate set, it will override this setting. This setting will be pulled into purchase orders and invoices if there is no register set on the invoice. For more help with tax settings in Erply, check out our tax rates guide.
Tax Free in all Locations: Checking this off means this item should always be tax free, even when taxes are set on a register.
Below the Product Card, there is a list of tabs for more detailed information, promotions, and associating the product with other products in your catalog.
Descriptions: Describe the product. This will show up in the POS system for the cashier. It’s recommended to write in answers to common customer questions here.
Cross-sell: Suggest items that would go well with the product the customer is buying. To add items to this list, click “add,” then search by the product’s name or code.
Substitutes: Suggest replacement products if the product is out of stock. To add items to this list, click “add,” then search by the products name or code.
Attributes: Advanced user field for webshop/api.
Related Files: Choose files from your computer that are related to the product, such as manuals or brochures.
Packages: Used for the products you purchase in packages of multiple items (cases, pallets, etc) rather than individually. Please see the “Packages Guide” section for more information.
Price lists: Shows pricing information when item is discounted or on sale.
Promotions: View active promotions related to the product. For more information on how to set up promotions, view the Sales Promotions & Coupons guide.
Product Pictures: Upload a picture of the product.
Pictures tab: Upload pictures here for use in some API applications.