Products

Product Types

Erply has five different product types.

Type	Description
Regular Product	A regular product is the most common product that has stock and can be sold.
Matrix Product	Matrix products can be used for selling products with different sizes. For example footwear, clothing items etc.
Assembly Product	Assembly products are made out of individual simple products in your catalog. Assembly products have stock and take the individual items out of stock when you assemble them with an inventory registration act.
Bundle Product	Bundle products are made out of individual simple products in your catalog. Bundle products do not have stock, but rather take the individual items out of stock on each sale.
Service or Non-stock Product	The special feature of this product is the lack of stock and warehouse price.

If you are dealing with an active product, meaning it is on one of the warehouse documents, do not change the product type.
For example, if you have a regular product, but want to turn it into a matrix product, then it is correct to archive the regular product and create a new product of the desired type.
The same goes for turning matrix products into regular products. This creates issues within the system that cannot easily be fixed.

Product Catalog

Products are all visible in the Product Catalog.
To access the Product Catalog, navigate to PIM -> Manage Product Catalog.

Here's an explanation of the following functions:

Add a Product	Use this button to add products.
Apply bulk change	After selecting a number of products, you can initiate the bulk change feature. With that, you can easily edit many products at once and, with the filtering features in the new PIM, this is even more useful.
Print label	This button prints labels for all selected products.
Export	The fourth button exports data from the product catalog. You can choose to either export all data or simply data from the selected rows.
Column chooser	With this, you can decide which columns of information are available to you at first glance.
Search box	Search for items.

Select box	Use this to compile lists of items for making purchase orders or anything else. Clicking the checkbox in the header row will select all of the boxes listed below.
Code	Code 1 of the product.
EAN/UPC Code	User entered on product card. Can be generated automatically based on settings in Settings -> Configuration.
Created date	The date the product was created on.
Last updated	The date the product was last updated on.
Product name	Displays the name of the product in selected languages.
Group	The main product group that the product is categorized in.
Net price	The price of the item prior to having taxes applied to it.
Show in webshop	Displays whether or not the item is shown in your webshop, if you have one.
Edit	Button for editing the product card.

Other Column Chooser columns:

Product ID	Product ID is an internal ID given by Erply to the program. It's primary use is when working with API-s and it can be used to match existing products. You cannot set a product ID yourself.
Code 1	Product code is used to differentiate between products and match them to each other in the importer. This is the main code used for all products. This has to be unique to the product.
Code 3-8	Product codes 3-8 are extra product code fields and can be used for whatever purpose required.
Changed by	The name of the last person who edited the product.
Status	Shows whether the product is active, archived, no longer ordered, or not for sale.
Type	Shows whether the product is a regular product, assembly, bundle, or matrix.
Supplier	Displays the name of the supplier.
Category	Displays the category that the product is in.
Priority Group	Displays the priority group that the product is in.
Manufacturer	Displays the name of the manufacturer.
Brand	Shows the brand of the product.
Country of Origin	Shows the country of origin.
Cost	Shows the informative warehouse price.
VAT Rate	Shows the VAT rate.
Manufacturer Code	Displays the manufacturer code.
Sales Price + VAT	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.

Side menu

PIM

Products	This is the default view in the new PIM, where you can see and edit products.
Translations	This view is handy if you use multiple languages. It's an easy way to go through products and translate the names or descriptions.
Pictures	Here you can see all of the images you've uploaded to your products and can easily add more and/or switch their order.
Bulk Upload	This function is useful for uploading many images at once. Once you upload them, you can add them to a product with little effort.
Channels / Assortments	Here you can create and edit your assortments. More info on them HERE.
Parameter Sets	Here you can create and edit your parameters. More info on them HERE.
Settings	This tab is meant for changing your PIM settings, for example changing the way product codes generate.
Reorder Points	Here you can bulk copy and configure your reorder points and restock levels.

Exports

Product Export	For exporting your product list.
Assortment Export	For exporting your assortment list.
Matrix Product Export	For exporting your matric product list.

Classifiers

Brands	Add and configure brands. More info on them HERE.
Countries	Add and configure country settings.
Product Extra Fields	Add and configure extra fields for product cards. More info on them HERE.
Matrix Dimensions	Add and configure matrix dimensions. More info on them HERE.
Product Categories	Add, configure, and reorder product categories. More info on them HERE.
Product Families	Add and configure product families. More info on them coming.
Priority Groups	Add, configure, and reorder priority groups. More info on them HERE.
Product Groups	Add, configure, and reorder product groups. More info on them HERE.
Suppliers	Add and edit suppliers. More info on them HERE.
Units	Add and edit units. More info on them HERE.

Product Card

The product card is where all of the information regarding your products is.

Product fields

Product ID	Product ID is an internal ID given by Erply to the program. It's primary use is when working with API-s and it can be used to match existing products. You cannot set a product ID yourself.
Product code	Product code is used to differentiate between products and match them to each other in the importer. This is the main code used for all products. This has to be unique to the product.
Product name (Language)	Product name.
Net sales price	Price without tax.
EAN/UPC	The UPC/EAN is the code that goes on barcodes. It can be used to match existing products in the importer. This has to be unique to the product.
Product group	Use to show the group of the product. Read more about this HERE.
Sales price + VAT	Price with tax.
Product type	This is used to differentiate between the product types.
Supplier	Shows the supplier of the product. Read more about this HERE.
Product status	Used to show the status of the product.
Tax rate (it is overridden by POS VAT rate)	Used to set the tax percentage of the product.
Cost	Used to note down the cost of the product. This updates automatically with purchase orders.
VAT free in all locations	Used to show whether the product is tax-free everywhere.
Non-stock product or service	This is used to show whether a product has stock or not. Read more about this HERE.

Classification & Delivery

Code 3-8	Product codes 3-8 are extra product code fields and can be used for whatever purpose required.
Manufacturer Code	Code the manufacturer of the product uses to differentiate between products.
Brand	Use to show the brand of the product. Read more about this HERE.
Category	Use to show the category of the product. Read more about this HERE.
Priority group	Use to show the priority group of the product. Read more about this HERE.
Additional product groups	Use for products you want to add into multiple product groups.
Manufacturer	Manufacturer name.
Country of origin	Use to show the country of origin of the product.
Usual delivery time	Usual delivery time. This is useful for quotes.

Sales and pricing

Deposit fee	Used to attach a deposit fee product to a regular product. The deposit fee product has to be configured earlier. This is used for tare and other similar items.
Fee quantity	Amount of deposit fee products attached to main product.
Age restriction	When a number is added here (e.g 18 for alcoholic beverages in Europe), adding this product to the cart in the POS will trigger a popup asking for the cashier to check the customer's age.
Show in webshop	When ticked, the item will be visible in your webshop, if you have one.
Promotion discounts do not apply to this product	Tick if you don't want promotions to discount the product.
Non-refundable product	Configures whether the item is refundable or not.
This product is a serial numbered gift card	Tick for serial numbered gift cards. More info on them HERE.
This product is a regular gift card	Tick for regular gift cards. This is currently only available in old PIM, but is being added to the new one. More info on them HERE.
This item does not grant customer reward points	Configures whether the customer receives reward points for buying this product. More info on this HERE.
Cashier must enter price in POS	When ticked, the cashier will be prompted to add a price by hand. This creates variable-priced products.
This product requires a serial number prompt	When ticked, the cashier will be prompted to enter a serial number.
Sold in packages	Tick for products that are sold in packages. More info on them HERE.

Details

Length (mm)	Product dimensions.
Width (mm)	Product dimensions.
Height (mm)	Product dimensions.
Weight (kg)	Product weight.
Gross weight (kg)	Product weight (without packaging).
Volume (ml)	Product volume.
Unit	Product unit.
Belongs to assortments	Which assortments the product belongs to.
Product does not need printed labels	Tick this if the product does not need printed labels. When ticked, the “Print Labels” function skips this product.

Product tabs

Product tabs offer a way to add more information regarding the product.

Product Details	This is where you will find all of the above customization settings.
Parameters	Here you can link the main product group that the product is in to a parameter. More info on them HERE.
Descriptions	Here you can add long and/or short descriptions of products. This is used mainly in online shops.
Product Pictures	Here you can add product images. The images can be added to two groups - CDN or API. Set the pictures in CDN if you want to sync them to WooCommerce, Shopz, or custom integrations. Set the pictures in API if you want to sync them to Shopify or other e-commerce integrations. The images here can also be seen in the POS.
Product Files	Here you can add product files. The files can be added to two groups - CDN or API. On Erply's side, it doesn't matter which module you use - that depends on what integration you'd like to use the files in. If you simply want to add a link to a file in the description, for example, we recommend using the newer CDN.
Manuals	This is an extra description field meant for holding text-form manuals.
Packages	Add information regarding product packages. Useful for wholesalers and purchase documents. More info on them HERE.
Cross-Sell AKA Related Products	POS and e-commerce function. In the POS, it will open a popup after the product is added to the cart, offering related products. In e-commerce, it acts as a “Related Products” field.
Substitutes	POS function. If a product that is out of stock is added to the cart, the POS will open a popup offering substitute products.
Attributes	Add and edit attributes. More info on them HERE.
Recipes	Configure recipes for Assembly and Bundle products. More info on them HERE and HERE.
Matrix	Add and configure matrix variations and dimensions. More info on them HERE.

Products in the POS

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.

To edit products in the POS, click on the green % button on the product line when the product is in the cart, and then the editing button in the top right corner.

Deleting products

In Erply we do not allow products to be deleted, since they are usually tied to different documents. The solution for this is to archive them.

Archived products can sometimes have the same product code as active products, which can create confusion and errors in the internal systems. This is why we recommend to have all product codes be unique.
If you need to use the same product code for an active product that is used for an archived product, you can reactivate the product, change it's code, and rearchive it.

The quickest way to do this for many products at once is exporting and importing. Match the products by their internal product ID and change the codes. This way you do not need to reactivate them.

We recommend to change the product codes slightly, for example by adding -1 or -A to the end. This way you can still find the archived product in the future by the same product code.

Frequently Asked Questions

What is the difference between product and inventory?
Product: The idea of what you’re selling and all of the information about it. Each line in your Product Catalog is an Inventory Item. Each inventory item has its own product card and can be set to 4 different statuses. Products are universal across all locations in your account, and can have stock associated with them in Inventory.
Inventory: the actual items you have in each location to order, sell, or transfer. Inventory can be registered into ERPLY, sold out of ERPLY, and transferred from one location to another. It is attached to a location within ERPLY. Inventory items all carry a product cost to you and a price to your customer once they’ve been sold, which we use to calculate your warehouse price, and Cost of Goods Sold (COGS).