Table of contents 

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Create New Product

A new Product can be created with the "NEW" action. A newly created Product must be filled with at least the following information:

• Product (DE) → Name of the Product

• Product number → Unique Product number, is automatically drawn from the global number range when saving or can be assigned manually

• Product category → Must be created in the Product categories module beforehand

• Item options → Define whether item is a stock item, a postage item or a discount item

• Project → Can be assigned manually. If nothing is selected, the standard project that is stored in the user is drawn

Further settings can be made in the master data of the Product:

Product numbers

The Product number is mostly used as an index or key. No spaces may be used in the Product numbers, because spaces always represent the end of the Product number and are also interpreted as such by other systems. Further systems and other xentral internal processes, e.g. packing table processes, require Product numbers without special characters and spaces for processing via scanners, barcode scanners or mobile devices. Spaces should therefore be replaced with hyphens or underscores, for example.

If the Product numbers cannot be changed on third-party platforms, the platform number can be stored in the xentral Product number via a third-party number.

Delete Product

Individual Products can be deleted with X in the Product overview. With the batch processing and the overview, several Products can be deleted at the same time.

Products that are not linked in any documents can be completely deleted. This also completely resets the inventory. If Products were already linked in documents (orders, invoices, orders, etc.), the Products can only be deactivated. A complete deletion is then no longer possible. 

Deactivate Product 

Products can be deactivated with the check mark "Block active". Inactive or "blocked" Products are no longer visible in the Product overview and can no longer be used in receipts. These Products are "hidden" in the background. With the tick "blocked" they can be shown again in the overview.

• Message → Comment for lock. This is displayed as soon as a blocked Product is clicked

• Block active → This Product is blocked. This applies, for example, to offers, orders, etc. The Product is then displayed with a strike through in the Product overview

When inserting an Product, e.g. in an order, the information text is displayed directly above as an info box:

Note: If an existing Product number is to be assigned to a new Product, put e.g. -1 after the Product number in the Product label. You can then save and deactivate the Product. The original Product number can then be reassigned. Product numbers may not be assigned twice. 

Types of Products

In xentral there are different types of Products that can be worked with. The most common types of Products are: 

• Stock items → Product can be stored and retrieved. The Product is managed in inventory
• Item is postage → Product represents the shipping or postage costs in the order
• Item is a discount → Product is a discount that can be applied to the entire order amount

Further settings can be made in the other settings. 

• Parts list → Product is a parts list, i.e. it consists of other Products and is itself a stock item

• Just-in-time parts list → Product is a just-in-time parts list (set item) that is collected during order picking (must not be a stock item)

• Production Product → If an order with this Product is continued for production, this Product is transferred to the production document

• External production → Product can be used in production as a provision Product from an external production

• Raw material list → Product is a raw material list (see explanation below)

• Devices → Product is marked as "devices" in the customer address to distinguish it

• Service Product → Product is marked as "service Product" in the customer address to distinguish it

• Fee → Product is marked as "Fee" in the customer address to distinguish it

• Service → Product is marked as "Service" in the customer address to distinguish it

• Individual Product → Product is not listed in the order proposal. When inserting into a document, the mask for editing the item opens automatically. To list individual products in the product overview, activate the filter "all products"

Stock items

Stock items are all items for which stock is kept, i.e. all items that can be placed in or removed from a warehouse or storage rack.

Service items

Service items are e.g. hourly rates, machine hours, or work that is done for the customer. These are not set as stock items, but can instead be marked as "service items".

The sales price is set for one hour, for example; graduated prices could also be created for several hours. The items can then also be booked in receipts in quantities <1, e.g. 0.5 hours.

Production item

Production items are items that are used in production, i.e. that are to be included in the production document when an order is continued for production. Products to be produced are always also a "parts list". Items that go into the production of another Product are only "production items".

Physical production items that are to be kept in inventory are also stock items.

Postage items

A postage item (or shipping item) is used to display postage costs or shipping charges as a separate item in the receipts. Shipping costs can be billed to the customer and shipping costs from online shop orders can be displayed in xentral with such a postage item.

Discount items

A discount item is used to grant discounts on the entire order or invoice value and to display this as a separate item in the receipt, e.g. "Promotion discount 10%". The discount item is then provided with a corresponding negative amount in the receipt, which reduces the total amount.

A "surcharge" can also be displayed as a discount item. For this purpose, the setting "Item is discount" is set and a "negative" discount of e.g. -5% is given with a minus sign in front of the discount number, which appears in the receipt as a "5%" surcharge, for example.

Other settings 

• Sales tax → sales tax rate for the item (normal, reduced or exempt).

• Use individual tax rate → Select if the Product has an individual tax rate that deviates from the standard tax rates. You can create your own tax rates in the Tax Rates module

Note: The accounts required for the accounting export for items with individual tax rates are specified. This can be done either in each Product with its own tax rate or across the Product category, provided that these Products are all in one category. Otherwise the standard tax rate is used for export, in Germany that would be, for example, "Inland 19%".

• Discount not allowed → No automatic discounts are allowed for this Product

• Batch management → This Product is stored in batches. Batches are queried during storage, retrieval and relocation and documented in the batch history

• Serial Numbers → This Product has serial numbers. Self-produced Products can be assigned serial numbers (generate your own) or the serial numbers of purchased Products can be booked (use original or store + use original)

• Best-before date → This Product is stored with a best before date per unit

• Purchasing from all suppliers → This Product can be inserted into every order (not only from suppliers for whom a purchase price has already been maintained)

• Inventory block → Product is not taken into account in the inventory (but can still be counted)

• Inventory value → Alternative value with which the Product should be valued in the inventory instead of the purchase price

• Calculated purchase price → This value is used as an alternative purchase price for calculations, stock levels, etc. (if possible). In the document items, the calculated purchase price is also used as the basis for calculating the contribution margin

• No price notification → Do not display a warning message if this Product is inserted into a receipt without an existing sales price (e.g. for free Products)

• No cash discount → No early payment discount may be granted when this item is sold

• Age rating → Age rating of the Product. Only relevant for shipping via DHL

Product Overview

In the Product overview you can see all created Products in columns. The number of Products displayed per page can be set in the dropdown at the top left.

You will also see some filters to limit the items displayed, e.g. only stock items, only parts lists, etc. In the system settings, additional columns can be displayed in the item table, such as sales net, purchase price net, available stock and much more.

Copy Product 

Products can be copied by clicking the copy symbol in the overview.

A new Product is then created, which also receives a new Product number, but takes over all other settings from the copied Product. Copying a Product is useful if you want to create a similar Product again and save work by only making minor changes to the settings of the Product afterwards.

Big filter

If the search field is not sufficient for a complicated search, the large filter can be unfolded next to the search field at the top right, with which several search properties can be selected at once.

Bulk processing of Products 

With the checkboxes in front of each Product in the Product overview, you can quickly select several different Products, which can then be adjusted in bulk processing at the same time and in a time-saving manner.

A dialog window then opens in which you can select which data of the Product to be edited should be adjusted immediately.

When you have selected the desired values ​​that are to be changed, you get to the mask to change them. The data of the individual Products can be changed for each column and row. In this example, the data sales price, purchase price and manufacturer are edited for six different Products.

Because when editing the purchase price, the supplier to which this purchase price belongs and the description or order number must also be specified at the supplier, xentral automatically displays these columns and enables editing in bulk processing.

Values ​​that should not be changed can simply be left as they are. In order to save even more time, entire columns can be checked with a checkbox. If then in the select field below the option "Apply flag value from line 1 for all lines" is selected and executed, then all Products receive the value from the first line (i.e. the top Product). This is useful if you want to maintain the same value in one column for many Products.

In this example, all six Products should have a retail price of 30.00. The value only needs to be entered in the first Product and can then be adopted for all further Products by checking the "Sales price" column and selecting the "Apply flag value from line 1 for all lines" option.

Note: Some fields can be edited using bulk processing, but cannot be emptied or deleted. If a field is left empty in bulk processing, xentral leaves the previous entry in the field. Some text fields can conveniently be replaced by a "-" if they are not used for receipts or the like.

Additional settings 

Manufacturer

• Manufacturer → The manufacturer of the Product can be maintained here if it differs from the supplier

• Manufacturer link → Link to the manufacturer's contact address or website for this item

• Manufacturer No. → Product number of the Product from its original manufacturer

• EAN no. / Barcode → EAN or other number of the Product

• Customs tariff number → The customs tariff number is relevant for foreign trade. This will be printed on the invoice for the item, provided it is treated as "Export" and the corresponding option has been selected in the system settings

• Country of origin → Country from which the Product originates

• Region of origin → Region from which the Product originates

Stock / Dimensions

Under Storage / Dimensions, specific information can be defined for this Product in relation to storage (e.g. minimum storage quantity, minimum order quantity) and dimensions (e.g. weight).

• Min. stock quantity → Minimum stock quantity for this Product. If this amount is not reached, the Products are marked in color in the order proposal

• Min. Order quantity → The minimum order quantity is used in the order proposal. The amount to be reordered is then always suggested at least equal to the minimum order amount

• Primary warehouse → Fixed storage location for this item. Products can also be stored in several storage locations. If the Product has a primary warehouse, this is also suggested. In some automatic processes, for example, the primary warehouse is also posted

• Unit → Unit for this Product (e.g. pieces, hours, kilograms). The initial quantity is always the whole unit, e.g. 1 hour, 1 piece, etc. Units can be maintained separately in the settings

• XVP → xentral volume point. This value can be used to define the space required in the warehouse (e.g. with regard to storage capacities) and during shipping (e.g. with regard to the size of the shipping packaging)

• Weight (in kg) → Weight of the Product in kilograms. This weight can be calculated as a suggestion when printing parcel labels based on the items per order

Note: You can define your own Weight unit in the basic settings under Administration > System > Basic settings > System. It is important that you specify in the field Conversion factor weight how this unit can be converted into kg. For example, if you want to specify your weights in grams, you must select 1000 as the conversion factor.

• Net weight → Weight of the Product without its packaging in kilograms.
  Note: The field can be addressed via the variable {NETTOGEWICHT} in the delivery note and in the pro forma invoice and corresponds to the total weight of all items. If the Net weight field has been maintained in the Products, this field is used, otherwise the Weight field.

• Length (in cm) → length of the Product in cm

• Width (in cm) → Width of the Product in cm

• Height (in cm) → Height of the Product in cm

• Category → Classification for a specific shelf space

Note: If the item is the main Product of a just-in-time parts list, you can use the "Weight parts list" option in the system settings to set whether only the weight of the main Product should be used or whether the weight of all sub-items to be added to that of the main Product.

Variants

In the variant options you can determine whether the Product is a variant Product.

• Variant → This Product is a variant of another Product. After that, you can enter which Product it is a variant of

• Matrix product → Product is a matrix Product. Multi-dimensional variants can be created in the "Matrix product" tab

• Daily prices → Product can be used in the "Daily Price" module to receive new prices on a daily basis

Matrix Product

This Section is yet to be completed!

Creation of the basic table

You can create the basic table in the Matrix Product module by clicking the +New button with the various properties (Super-Search > Matrix Product > Overview > +NEW).

After that, you can use the pencil icon to get to the next overview, where you can create the different columns. As soon as you select "New group" in a matrix product, the previously created basic table will be displayed.

Assign Product properties to a Matrix Product

The desired properties (e.g. color and size) can be assigned to the newly created matrix "parent item".

To create the matrix, select the following point in the "Matrix product" tab:

• Button: "New group"

You have the following options:

• Position → horizontal, vertical → arranges the basic table horizontally or vertically (arrangement of the first property → "horizontal" is used in the example)

• Basic table → Selection of the basic property (in the example the "color" is used)

• Options of the main property for the basic table (select which options of the main property are to be adopted → can later be booked individually in the matrix Product)

• save

Attention only for special individual Products: Only use the following function if the property and options are only to apply individually to this one "parent Product" and should not be available as a property template in the "Matrix product" app → is only suitable for special cases.

• New group → only individually for this one Product: here a new group can be created directly as a property in table form in the Product.

• Description → only individual for this one Product: designation of the group (e.g. "shoelaces") → via "save" further options can be added to the new property as a table.

As a result, the "Color" property is arranged horizontally with the options and displayed as a row matrix:

The vertical property "Size" will be added afterwards to complete the matrix, the positioning (horizontal, vertical) is no longer selectable:

• Click button: "new group"
• basic table → select basic property (in the example, "size" is now selected)
• save

A matrix (as a preview) with the vertically rearranged property options (size properties from XS-XL) is created:

If there are already variants in xentral, they can be inserted with the "Edit" icon. If there are no "child Products" yet, the matrix procut variants can be created in the next step.

Variant creation

For the creation of the products, select the new variants to be created (individually or via the column, row or field selection). In the example, the complete matrix field is checked via "Select all Prdocuts". The button "Create missing product" opens the product number setting:

Settings for the assignment of the new product numbers to be created:

• Use product numbers from number range of main category → Create procut category of "parent Product" consecutively (e.g. 120004, 120005)

• Add product number from options to main number → Original product number combined with options (e.g. 1000027-XS-ROT)

• Item numbers from main item with suffix Separator: (-) Number of digits: (3) Next number (001) → create combined product numbers with separator (e.g. 1000024-002)

• Attach options to sub-article description → add to product description (e.g. "original product description size: XS color: red") → combination to one of the top three choices selectable

Select option + save → Attention, with "save" the products are created and generated in the article master. Do not cancel the creation:

Result of the ready created variant articles ("child Product"):

The articles have been created in the article master as follows: Master data → Products: Result of the completely created variant articles ("child Products). The "father Product" is the first product in the example, all other "child Products" are marked as variants. The future editing of the settings via the "Mass editing" is possible via the "father Product":

Example: Create part numbers

Use product numbers from number range of main category → Generate product category of "parent Product" consecutively (e.g. 120004, 120005)

Add product number from options to main number → Original product number combined with options (e.g. 1000027-XS-RED)

Product numbers of main article with suffix Separator: (-) Number of digits: (3) Next number (001) → create combined product numbers with separator (e.g. 1000024-002)

Attach options to product description of sub-articles → Addition to article description (e.g. "Original Product description Size: XS Color: Red") → Combination to one of the top three choices selectable.

"Parent Product":

„Child Product“:

Editing matrix options and matrix groups

Matrix options can be edited using the "edit" icon. Changing the article link and the column and row option.

• 1. Editing the row option → Name of the row, sorting
  2. Editing the column option → Name of the column, sorting
  3. Change of the article link and the column and row option
  4. "Create new group" (possibility remains at any time)
  5. Add option, edit group (row) → add individual options in row, (change/delete group → caution, cannot be undone except to rebuild the matrix manually).
  6. Add option, edit group (column) → add individual options in column, (change/delete group → caution, cannot be undone except to rebuild the matrix manually).
  7. Print Product label (standard label)

Attention: Delete complete option and its created products from the Matrix Product → the products will continue to exist as a variant of the main product, but they will be deleted/only from the Matrix Product overview.

Mass processing of the Matrix Products

For simultaneous processing of several product variants (batch change of purchase prices, sales prices, manufacturer information, EAN and customs tariff number, etc.) the "Child Products" are selected in the matrix and loaded into the processing selection using the "Mass Processing" button:

• Selection of the "child articles" to be edited in the matrix
• "Open mass editing"
• Preselection of the editing fields + next

Edit the previously selected fields via batch processing individually or column by column:

• Selection of the entire column processing (e.g. column "Supplier", "Purchase price", "Sales price" → filling in the first line is sufficient → by checking the box above the column, the entry of the first line can be applied to all products (see below for quick fill function).

• Individual changes to the fields (e.g. "Supplier designation" → here the new values were entered individually in order to overwrite the existing designations or to set new missing designations)

Load values for all fields from row 1: For automatic loading of all entries from the column selection, set the checkmark (selection) above the first row for the column in question and select the following function at the very bottom:

• "Apply values with marker from line 1 for all products" + "execute" → the values are reloaded in the preview.
• "next" saves the values in the variant articles ("child articles")

Result of the changed and newly added values from the previous example:

Expert mode for the options

The expert mode takes you directly to the Matrix app to edit the properties and options:

Multidimensional Matrix

If there are more than two properties for a product, the vertical and horizontal axes are no longer sufficient. For each additional property, the vertical axis is duplicated by the added property and its options. In the following example, this is illustrated using a "Ring with stone color, precious metal type and surface treatment":

• 1. Property → Stone color (property: stone; options: white (topaz), light blue (topaz), green (emerald), red (ruby), petrol (tourmaline),turquoise (turquoise), orange (carnelian)).

  2. Property → Surface (property: surface; options: 333 gold, 585 red gold, 585 white gold, 935 silver).

  3. Property → Material (property: material; options: high gloss, matte hammered, ice matte, hammered matte, black oxidized).

In addition to the existing properties, the three new properties for the ring assortment are created in the Matrix Product module.

Create multidimensional matrix article

A new product will be created. Item name " Ring with stone", product number "7000074":- Assigned item name " Ring with stone".

• Assign product number from number range "7000074
• Check: Set Matrix Product

In the tab "Matrix Product" via "New Group" add the basic property as horizontal first row matrix:

• "Stone" is added "horizontal" as the first property

The first part of the product matrix is created:

Use the "New Group" button to add the second property "Surface":

The second part of the product matrix is created:

The third property "Material" is now added via the "New Group" button:

The third part of the Product Matrix is created. For the third dimension, the existing matrix is copied n times and the new options for the "Material" are added block by block. In the following picture the first two material options "333 gold" and "585 red gold" are shown, the further options "585 white gold" and "835 silver" follow downwards:

Create multidimensional Matrix Variants

The "Child Products" can now be generated from the three-dimensional matrix:

• "Select all articles" + "Create missing products".

For the creation of the variant products, the following number range options and description options are selected:

Attention: "Save" generates the variant products, this can take some time, do not close the tab until the generation is completely run through. 168 products are generated and created in the produt master:

The created variant products:

• e.g. Product number: 7000074-333_GOLD-HOCHGLANZ-WEISS_TOPAS
• e.g. Product description: Ring with stone Material: 333 gold Surface: high polish Stone: white (topaz)

The created variant products in the product master:

Standard import of Matrix Products

The standard import of matrix products with an import template can be found here: Import matrix products.

Customer approval 

• Check necessary → Before an order can be released, a check is necessary (e.g. Product that may only be sold to specialists / B2B)

• Release rule → rule on the basis of which the check is carried out and can be released.

Descriptions

Product texts can be created in the Product master in several places for different purposes.

Note text

Item-specific information can be stored in the information text.

When inserting a Product, e.g. in an order, the note is displayed directly above as an info box. Test case

Texts and descriptions 

Item texts for sale can be created in the Texts & Descriptions tab, such as item descriptions in other languages ​​or descriptions specifically for online shops.

Description

The Product name, a short text and a Product description can be added under "Description". The left part with the German language was already listed in the first tab "Product" and cannot be dealt with here.

• Product (EN) → Textual description of the Product in English. (Limitation to 255 characters)

• Short text (EN) → For full text search or online shop group text (e.g. for Shopware) in English

• Item description (EN) → Description of the item for offers, orders, etc. in English

Online-Shop Texts

Online shop texts are item descriptions that are specifically intended for exporting the item to the online shop. If a Product is exported from xentral to the shop, this text is used as the Product description in the online shop.

Note: The use of emojis is limited to Unicode version 5.1 and lower. Higher versions are not supported yet.

• Product description (DE) → Textual description of the Product for the online shop (e.g. Shopware)

• Meta description (DE) → Meta descriptions can be used in the shop to give the Product additional, searchable properties

• Meta keywords (DE) → Meta keywords can be used in the shop to give the Product additional, searchable properties

• Item description (EN) → Textual description of the item for the online shop in English

• Meta description (EN) → English meta description

• Meta keywords → English meta keywords

Catalog

When selecting the catalog Product, fields can be fetched here via API and simple PDFs can be generated, which show the catalog Product texts among each other. A graphic artist can then transfer the texts from the PDF into a fully-fledged online catalog.

• Catalog Product → Specify that Product is a catalog Product

• Description (DE) → (Deviating) description of the catalog Product

• Catalog text (DE) → Catalog text for the Product that is to be displayed in the PDF

• Designation (EN) → Designation of the catalog Product in English

• Catalog text (EN) → Catalog text for the Product in English

Parameters and free fields

In the "Parameters and free fields" area you can see all 40 free fields of the Product. The attributes for which the free fields are to be used are set in the basic settings. The values ​​of this Product are then entered for each attribute in the Product.

The translations of each value into other languages ​​can be added to the "Free fields" tab.

Online shop options

A Product can be linked to any number of online shops. This link is necessary so that the Product can be exported to this shop or imported again from this shop in order to update the Product after any changes in the shop. Furthermore, the link enables precise settings of the Product per shop.

More shops can be added with the "New Entry" button.

• Stock count sync. → Automatic transfer of the number of items in stock to the shop. The transfer of stock numbers must also be allowed in the shop interface and the process starter stock numbers must be running

• Remaining quantity (sale) → Product is switched to "no longer available" after it has been sold

• Pseudo stock count → Pseudo storage number of the Product to be displayed in the shop

• Manual delivery time text → delivery time text of the Product

• Stock correction value → Stock in the shop is adjusted up or down depending on the entered value. Example: If "-5" is entered, the actual stock is displayed in the shop reduced by 5, "5" means that 5 pieces are added to the stock. "0" means that nothing is added

• Product sold out → Item no longer available in the shop marked

• Product inactive → Product no longer visible in the shop (inactive)

• Pseudo price / RRP → gross pseudo sales price (shop)

• Generate Product number for optional Products → Shop generates its own Product number for e.g. individual Products

• For copy → When copying (shop importer), the new Product automatically becomes a variant of this Product

• Create Customer-specific Product → Product is marked as an individual Product. As of version 18.4, inserting such an Product in receipts triggers the pop-up for the edit Product so that the text can be adjusted immediately.

• Automatic comparison → Use price and Product name when importing orders from other shops and not from xentral, e.g. for vouchers, postage etc.

Pseudo warehouse number ruleset

More complex rules for the transmission of pseudo warehouse numbers to online shops or marketplaces can be applied via an additional module. You can find details on this in the Product Rules for pseudo-storage number.

Special settings per shop

A Product can behave differently in different shops. If a shop link is edited, the option "Settings from Product" can be removed, which allows the user to make a few different settings specifically for this shop.

For example, it can be set that the Product is to be displayed in one of the shops with a pseudo warehouse number, or the synchronization of the warehouse numbers can be activated or deactivated individually for each shop.

Financial accounting 

The export chart of accounts can be specified in this tab. Among other things, tax rates for income and expenses can be stored here.

Export chart of accounts

Income:

• Inland (normal) → Income Inland standard tax rate (19% for DE)

• Inland (discounted) → Income Inland discounted tax rate (7% for DE)

• Inland (tax-free) → Income Inland tax-free (0% for DE)

• Intra-Community EU → Revenue from EC entrepreneurs (0% for EU)

• EU (normal) → Revenue EU private person standard

• EU (discounted) → Income EU private person discounted

• Export → Revenue from third country / export (0% for third country

Expenditures:

• Inland (normal) → Inland expenses standard tax rate (19% for DE)

• Inland (discounted) → Inland expenses, discounted tax rate (7% for DE)

• Inland (tax-free) → Inland expenses tax-free (0% for DE)

• EU intra-EU → expenses EU entrepreneurs (0% for EU)

• EU (normal) → expenses EU private person standard

• EU (discounted) → EU expenses for private individuals discounted

• Import → Third country / export expenses (0% for third country)

• Tax group → Tax group of the Product

• Cost center → cost center of the Product in accounting & controlling

Links

In the tab "Links", links can be created within xentral to the Product. All links created for this Product can be seen in the overview.

Entries with a red star have an internal note or comment. External links can be opened directly in a new tab with one click. For local links, you have to use the "Copy path" button, as the direct opening of local links in browsers is blocked. 

Create link 

A new link is created with the "+ New Entry" button.

Files (store documents, images and Product images)

Files such as documents, images and Product images can be stored in this tab. Information on Product images, the display in the Product list and the file types can be found under Product files / Product images.

Free fields

Missing language entries can be reloaded in this tab.

Properties 

In the Properties tab, properties can be defined for the item with a value and an associated value. This is useful if information is to be maintained that is not available as a standard field in xentral.

The properties can be created directly in the Product itself or loaded via the standard import. Item properties are evaluated, among other things, by external apps from xentral. It is also possible to transfer the properties to some shops.

All properties of a Product are in the table. Another property can be created with "+ New Property". The value and the optional unit (e.g. cm, kg, piece) are assigned directly.

With the "Product Properties Translation" app, it is possible to translate the properties directly.

In the large filter in the Product overview, there is also the option of filtering up to 3 properties at the same time:

Item tree 

The Item tree gives you an overview of your Product categories and the categories or sub-categories in which the Product is contained.

• Activate editing → In this mode, the check mark can be set in order to place the Product in a certain category

In the basic settings there is the possibility to display the item tree directly in the product overview (Master data > Products). To do this, go to Administration > System > Basic Settings > System and check the option Overview of item tree in the Product section.

Raw materials 

Raw materials can be added to a Product under this tab. The raw materials tab only appears if the raw material list has been ticked under the 'Details' tab. The raw material list serves as extra information for a Product. As a rule, parts lists are created for recipes, products, etc. Especially when the items are ordered from the parts list or the recipe themselves, or when they are stored and retrieved.

New raw materials can be added via "Create new position".

When it comes to finished goods for which you need an extra "content description", the list of raw materials can be used. This is currently not used in the standard, but only for customer-specific apps, e.g. with alloys.

Work instruction 

Work instructions are only required in connection with the production module. Work instructions can be defined in the Product for parts list items that have to be produced or assembled from several raw materials in production.

The description of the work content and images or assembly instructions can be stored here for individual assembly or production steps. In addition, standard times can be defined for each step, for which the production employees can book themselves.

A new work step can be created via '+ Add new step'.

You can find more information on recording production times in the manual for the production module.

Function protocol 

Function protocols can be created under this tab. Function protocols are only required in connection with the production module.

New function steps can be added via "+ add new step".

Purchasing

Under this tab it is possible to define the purchase prices in the Product. At this point, purchase prices for the respective supplier (mandatory field) can be set. In addition, the unit price can be calculated based on the price of a packaging unit.

Packing units PU

When inserting a product into a purchase order (inserting an item), the system pulls the stored PU and automatically enters it in the quantity field as a suggestion. For example, if you buy coffee cups with PU=10, 10 is entered in the quantity field. This is the quantity, that will be stored in xentral.

The PU is then displayed on the order form:

This means that one PU is ordered, that contains 10 coffee cups. Alternatively, graduated prices can be created (PU is then always 1) e.g. 1, 10, 100 etc.

Entering a purchase price with PU in the Product: 

Purchase prices with PU for a Product can be entered here.

• Standard supplier → Select that the supplier is the standard supplier

• Supplier → Selection of the supplier. This must have previously been saved as an address in the master data.

• Designation at the supplier → Designation of the Product at the supplier

• Supplier item number → Product number of the Product at the supplier

• From quantity → quantity from which a certain price applies

• Price per piece → unit price of the Product

• Price inquiry from → date of the price request

• Packaging unit → Amount of items in the packaging. The unit price can be calculated using the "Calculate unit price" button

• Valid until → date until when this purchase price applies Supplier inventory ... on → Supplier inventory on this date

• Standard delivery time → Standard delivery time for this item

• Safety storage → Stock of the Product in the security warehouse

• Current delivery time → Current delivery time for this item

• Framework agreement → Check if there is a framework agreement. Framework agreements are recorded in the framework agreement module

• From → Date from which the framework agreement applies

• Amount → specified quantity in the framework contract

• To → Date until when the framework agreement is valid

• Internal comment → space for internal comments

Packing unit with free item

Example: A customer buys 20 items and receives an additional item for free. In order to receive a correct inventory deduction, a new Product must be created as a set Product (just-in-time parts list) and added to the Product 21 times. A sales price can then be given for the set item.

Calculation 

In the calculation area there is the possibility to create a calculation for a Product and to use this calculated amount as the calculated purchase price.

It is possible to create different costs, e.g. costs that arise once, a certain lot, unit costs and for purchasing.

If it is a production item, the purchase price of the raw materials can be taken over as costs in the calculation using the "Load purchase price" action button in the finished goods. This also makes it possible to calculate the contribution margin for production items and use it as the calculated purchase price.

Furthermore, other costs, such as production costs for a specific lot, can be included in the calculation.

The calculated purchase price is calculated from the costs created and can be transferred to the Product for the contribution margin calculation.

If a currency rate has been specified, the dollar price, for example, is converted into euros. Then the price for a certain number of items can be calculated and accepted.

In the menu in the table on the right, the entries can be edited, archived or completely deleted using the buttons.

Archived calculations are only displayed in the table with the "Show archived costs" filter. Deleted calculations disappear from the system and are no longer used for calculations.

This calculated price can then be used as the calculated price for calculating the contribution margin in the orders.

Settings

In these settings, purchase prices can be included in the calculation when the order is completed and the mean value with the calculated purchase price can be automatically recalculated according to the FIFO principle of the last receipts.

Include purchase price in calculation when completing the order:

As soon as an order is set to "completed" in the action menu, the purchasing prices of the order items in the respective Product are noted in the calculation. Calculated purchasing price automatically recalculate the mean value according to the FIFO principle of the last entries

This option evaluates how many goods of this Product are in stock and only takes into account the last order quantities until the order quantities add up to the stock level.

E.g. 150 in stock order 1 08/01/2018 100 order 2 08/02/2018 200 order 3 08/03/2018 100

With the option, the prices of order 3 with weighting 2/3 + the prices of order 2 with weighting 1/3 are calculated.

Without this option, order 1 would also be counted and the weightings would be 1/4, 1/2 and 1/4.

Price trend

In the Price trend tab, entries for manually carried out calculations, which were confirmed with save and automatic transfer of values, are transferred to the history depending on the settings made. 

Sales

Sales prices can be set under this tab. test case

Customer price

In xentral it is possible to define customer-specific prices per Product. It is also possible to maintain a customer-specific Product number for this price. This number is only drawn if the price is a customer price. 

Further information can be found under groups / price groups.

Recommended retail price

The system suggests two prices here, these are calculated on the basis of the standard margin that is stored in the system settings (Administration → Settings → System → Basic settings → Tax / currency).

A normal surcharge calculation is carried out here once. The sales price is calculated from the purchase price * (1 + standard margin / 100)

Example: Purchasing price = 10 € standard margin = 50% → Sales price = 10 * (1 + 50/100) = 15 €

The second price is an invoice based on the sales price. The sales price is then calculated from the purchase price / (100 - standard margin) * 100 Example: Purchasing price and standard margin remain as in the example above. → Sales price = 10 / (100 - 50) * 100 = 20 €

Group sales price

A special price for a group can also be created for items. If a Product has no special price, the discount of the price group is drawn (exception: the Product does not allow discounts). A special customer price is always preferred as long as it is below the standard price. It is therefore generally advisable to always set the highest sales price as the standard price. 

Note: The Product number is also shown on the receipt for group prices.

Lowest sales price

If the standard price is cheaper than a customer or group price and the more expensive prices should be used, then under Administration → Settings → System → Basic settings → System this option must not be ticked: test case

Statistics

This tab provides an overview of the documents in which the Product was used, in what quantities and what time horizon. 

Inventory 

Products can be stored and retrieved manually in this tab.

If you click on the red minus symbol, for example, you will first be asked how many Products should be outsourced before the next dialog prompts you to specify a reason for removal. Since manual inventory postings are often generated for sample shipments, this reason is suggested. In the same way, manual bookings can also be made or items can be moved to another storage location.

Stock 

• Inventory → current inventory totaled (calculation without quarantine storage)

• Reserved → Number of reserved items

• Open orders → Number of open orders (active traffic lights, not yet in logistics or not yet completed)

• Sold → released orders with active traffic lights + all reserved orders in shipping based on delivery notes

• Calculated stock → total of available Products (without quarantine warehouse) minus orders that are released and have active traffic lights minus all reserved orders in shipping based on delivery notes

• Sellable → stock (without quarantine storage; optional: + - correction value) minus blocked quantity (can be set: either all open orders or with reservations (setting in the project / setting and removing reservations directly in the order))

• Calculated stock with open orders → Calculated stock + quantity of the item in open supplier orders that are being received

Technical information:

Sold: sold = $ orders + $ reserviert_im_versand; -> orders: orders that are released and have active traffic lights -> reserved_im_versand: all reserved orders in shipping based on delivery notes

$ this-> app-> DB-> Select ("SELECT SUM (quantity) FROM lager_reserviert WHERE Product = '$ Product' AND object = 'delivery note'"); Calculated inventory: $ calculated = $ sum - $ orders - $ reserved_im_shipping ;

Sum: sum = SELECT SUM (lpi.quantity) FROM storage_space_contents lpi LEFT JOIN lager_platz lp ON lp.id = lpi.lager_platzWHERE lpi.artikel = '$ Product' AND lp.sperrlager! = 1

Sellable: in stock - blocked quantity

Blocked quantity: Blocked quantity can be set that is either: -> open = all released orders or -> reserved = number of all reserved positions by order / i.e. really the reserved → if not automatically reserved in the project (setting in the project) or a large one If the order is not reserved, it does not block the number.

In the case of sellable items, the "stock correction value" can be set (set beforehand): with plus or minus → the corrected stock value is then already applied to sellable items

Stock movements

At this point, all movements of the stock items are visible, i.e. both if they have left the warehouse due to an order and if they have been booked out due to a manual adjustment, so that, for example, you can also see how many samples of an item have been sent.

Availability 

The availability of the Product can be viewed in this tab.

In parts list 

This tab shows all parts lists in which the item is contained and the quantity.

Label 

Labels for the Product can be created and printed out under this tab.

• Quantity → number of labels to be printed

• Label → Selection of the label layout if there are different layout templates

• Printer → Selection of the printer

• Label auto print → Used in conjunction with the Fast Incoming Goods module. Prints the labels directly on the set printer when they are stored

• Label for auto printing → Selection of the label for auto printing

Label layouts can be set under Administration → Settings → Labels → New. How to set up a label printer can be found here.

New labels can be created using "+ New label".

There are different types of Products to choose from:

• Dispatch center → Product label, which is automatically printed on the preselected printer after the scan in the dispatch center

• Goods receipt → Product label, which is automatically printed when goods are received

• Production → Product label which is automatically transferred to production. Additional settings with regard to the labels for the sub-productions are possible in the "Sub-productions" app: There you can set whether the labels should only be taken from the main production or whether they should also be added from the sub-production to the main production.

Print label with picture

Purchase order 

An overview of all orders with this Product can be viewed under this tab. This tab is only available if a purchase price has been saved beforehand.

Documents 

An overview with all documents in which the Product appears can be viewed under this tab. You can filter between "open" and "closed" documents.

Certificates 

Under this tab, certificates for a Product can be viewed and created. 

A new certificate can be created using the "New Certificate" action button.

• Product → Product number

• Description German → Description of the certificate in German

• Description in English → Description of the certificate in English

• Order note in German → Note on ordering the certificate in German

• Order note in English → Note on ordering the certificate in English

• Customer → Customer for whom the certificate is issued

• Internal note → Internal note on the certificate

• with signature → certificate is with signature

• with "Date of sale / Stamp" → Certificate is provided with the date of sale or a stamp

• with attached certificates + parts list → The certificate contains additional certificates and a parts list

• Price EUR → Price of the certificate in euros

Product: modules / special functions

Best before + batch 

This area provides an overview of all batches and best before dates. It shows in which quantity and in which storage locations this Product is available. In order to get this tab displayed, the batch management must have been activated in the details and the best-before date activated.

External numbers 

All external numbers for this Product can be viewed under this tab.

As soon as Products from external systems (e.g. online shop) with a different Product number reach xentral, e.g. via the master data import or order import from the shop, these Products can be assigned to the correct Product from xentral via a third-party number.

If a Product is imported into xentral from a third-party system (e.g. online shop), the third-party number is first searched for in order to match it. If the numbers are not available as a foreign number in the system, xentral searches for the normal Product numbers. If the system does not find it there either, the Product is searched for in the manufacturer numbers and finally in the EANs in order to match the Product.

External numbers can also be imported using the master data import. This is particularly suitable if foreign numbers are created for many Products at the same time.

Barcode scanner for foreign numbers 

The external numbers can also be stored via the scanner using the check mark in the "Barcode scanner" box.

This means that this foreign number is also recognized in the POS, the shipping center, when it is inserted into receipts and in the Product QuickScan app with a scanner (or the Enter + Enter key).

 

Item images in receipts 

Item images can be shown globally in all order documents. The setting can be found in the system settings.