Creating product master data

Enter the product name in the Item (DE) field (obligatory).

The Item no. field is automatically filled with the next free number in the number range. If you want to use another product number, enter the number manually in this field.

Select a project in the Project field. If you do not select a project, the default project is used.

Select the product category in the Product category field.

Select your Standard supplier, if applicable.

Enter a German description of the product in the Item description (DE) field. You can use this description on your documents and in your online shop.

Enter a short description in the field Short text (DE).

If applicable, enter any relevant comments in the Internal comment field.

Enter the manufacturer of the product in the Manufacturer field, if the manufacturer and supplier are not the same.

Enter the link to the address of the manufacturer or the link to the manufacturers website in the Manufacturer link field.

Enter the original product number from the manufacturer in the Manufacturer no. field.

Enter the EAN number in the EAN no./barcode field. You can print this number on your labels.

Enter the customs tariff number in the Customs tariff number field or select an existing customs tariff number using the magnifying gals. This number is only relevant when trading internationally. The customs tariff number will be printed on the product invoice, when this is marked as export und the relevant option in the system settings has been activated.

Select a country from which the product originates in the Country of origin drop-down.

Select the region from which the product originates in the Region of origin field.

Enter the minimum storage quantity for the product in the Min. storage quantity field. If less than this quantity is available, the product is color marked in the order proposal.

Enter the minimum order quantity for the product in the Min. order quantity field. This field is used in the order proposal. The order quantity proposed will be equal or higher than this number.

Enter the fixed storage location for this product in the Default warehouse field. Products may be stores in different warehouses. When a default warehouse has been set, this will be proposed. In some automatic processes booking on the default warehouse may occur.

Enter the product unit in the Unit field, e.g. piece, hours, kilograms, liter, etc. Output quantity is alway the whole unit, e.g. 1 hour, 1 piece, etc. Units can be maintained separately under Administration > Master data > Item units. You can find more information on units in the Creating units for items article.

Enter the Xentral volume point in the XVP field. You can use this value to define the space requirements in the warehouse (in relation to storage capacities) and for shipping (e.g. in relation to the size of the shipping packages).

Enter the product weight in kilograms in the Weight (in kg) field. The weight entered here can be used during parcel label printing to propose a weight based on the products on the order.

Enter the product net weight (weight without packaging) in kilograms in the Net weight (in kg) field.

Fill the fields Length in cm, Width in cm, and Height in cm with the dimensions of your product.

In the Category field select the classification. The following options are available:

In the Sales tax field select whether the sales tax for the product is the normal sales tax, reduced sales tax or if it's tax-free.

Select the use individual tax rate check box if the product has an individual tax rate deviating from the main tax rate. You can create your own tax rates in the Tax rates app.

Select the No discount allowed check box, if no automatic discounts should apply to this product.

Select in the Batch management drop-down whether this product is to be stored as batch. Batches are retrieved during storage, retrieval and relocation and documented in the batch history.

Select in the Serial numbers drop-down whether this product has a serial number. You can assign serial numbers to products you produce yourself (generate your own option) or add serial numbers for products you have purchased (use originals or store + use originals options).

Select the Best before date check box if this product has a best before date per unit.

Select the Purchasing from all suppliers check box to be able to add this product to all purchase orders and not just to purchase orders for suppliers with a purchase price in Xentral .

Select the Inventory lock check box to ignore the product during stocktaking.

Select the Inventory value check box and enter an alternative value in the field next to it, if another price than the purchase price is to be used during stocktaking.

Select the Calculated purchase price check box and enter the desired calculated purchase price incl. currency in the relevant fields if you you want to use an alternative purchase price for calculations, stock, etc. (if possible). For document items the calculated purchase price is also used to calculate the contribution margin.

Select the No sales price message check box if no warning is to be shown when you add this product without a sales price to a document.

Select the Do now allow a cash discount check box if no cash discount is to be given when the product is sold.

Select the Age rating check box when the product required an age check. Only relevant when shipping with DHL.

Select the Parts list check box if this product is a parts list (=bill of material). A bill of material consists of other products and is in itself a stock item.

Select the Just-in-time parts list check box if this product is a just-in-time bill of material (set product), which is combined during commissioning and thus is no stock item in itself.

Select the Production item check box so that the product can be transferred to the production document when an order with this product is continued to production.

Set the External production check box so that the product can be used in production to provide it as product to an external production.

Select the Raw material list check box if you want to add a list of raw materials to your product, e.g. a list of ingredients. By selecting this check box the Raw material list tab is displayed when you open the product record. There you can enter your raw materials.

Select the Device check box, if the product is to be marked as device in the contact address for differentiation purposes.

Select the Service item check box, if the product is to be marked as service item in the contact address for differentiation purposes.

Select the Fee check box, if the product is to be marked as fee in the contact address for differentiation purposes, e.g. dunning fee, surcharges, etc.

Select the Service check box, if the product is to be marked as provision of a service in the contact address for differentiation purposes.

Select the Individual items check box for products which are unique items or which have been specifically customized for a customer, e.g. a custom made dress, a customized table, a customer-specific service offering, etc. You cannot cannot reorder this product and it is not displayed in the order proposal. When you add this product into a document, a mask for editing the item is opened.

Select the Without price in PDF check box if you do not want the price of your product to be displayed in PDF documents. Example: The product is free or the price may not be shown for legal reasons.

In the Receipts formula quantity field enter the formula for calculation of the quantity. You can find more information on formulas in the Formulas article.

In the Receipts formula price field enter the formal for calculation of the price. You can find more information on formulas in the Formulas article.

Enter the reason for the deactivation of the product in the Report field. This reason will be displayed when you click on a deactivated product.

Select the Lock active check box to deactivate a product. This will be valid for e.g. offers, sales orders, etc. The product is shown as crossed out in the product overview.

If you want to include a check before authorizing an order with this product, select the Examination necessary check box (e.g..: product may only be sold to professionals/B2B)

In the Release rule field define the rule which the check and authorization is based on.

Enter the English name of the product in the field Item (EN). The name may not exceed 255 characters.

Enter a short English text for the full text search or the online shop group text in the Short text (EN) field.

Enter the English description of your product in the Item description (EN) editor.

Enter your German and/or English product description in the Item description (DE) and Item Description (EN) editors.

Enter a German and/or English meta title for your product in the Meta title (DE) and Meta title (EN) editors. These can be used in the online shop to find the product more easily.

Enter German and/or English meta keywords for your product in the Meta keywords (DE) and Meta keywords editors. These can be used in the online shop to find the product more easily.

Select the Catalog item check box to mark the product as catalog product.

Enter the German and English name for the catalog product in the Designation (DE) and Designation (EN) fields respectively, if required.

Enter the German and English catalog text for the catalog product in the Catalog text (DE) and Catalog text (EN) fields respectively, if required.

Select the Stock number sync. check box to allow the automatic transfer of the stock numbers to the shop.

Select the Remaining quantity (sale) check box to set the product on "no longer available" after all remaining stock is sold.

Enter a pseudo stock number in the Pseudo warehouse number field, which is to be displayed in the online shop when you don't want to show the real stock numbers.

Enter the delivery time for the product in the Delivery time text manually field.

Select an alternative product in the Stock of alternative items field, if you want to transfer the stock numbers of the alternative product instead of the stock numbers of this product.

If required, enter a stock correction value in the Stock correction value field. The stock number in the shop will be increased or decreased accordingly. Example: If you enter the value -5, the stock number in the online shop will be decreased by 5 in relation to the actual stock number, if you enter the value 5, it will be increased by 5.

Select the Item sold out check box if you want to mark the product in the shop as no longer available.

Select the Item inactive check box to remove the product from being displayed in the shop.

Enter a non-binding sales price (gross) in the Pseudo price/RRP field.

Select the Generate item number for option item check box for the online shop to generate a separate product number for example individual products/items.

If you select the At copy check box for an individual product it will automatically become a variant of this product during copying (via Shop importer). You can use this for example in cases where you are selling a product in your online shop which will be customized (e.g. with engraving, writing). Xentral will then create a variant of your main product which is only intended for a certain customer.

Select the Create custom products check box to mark the product as individual product.

Enter the account for the domestic standard tax rate for revenue in the Domestic (normal) field on the left and for expenses in the Domestic (normal) field on the right.

Enter the account for the domestic reduced tax rate for revenue in the Domestic (reduced) field on the left and for expenses in the Domestic (reduced) field on the right.

Enter the account for the domestic tax-free rate for revenue in the Domestic (tax-free) field on the left and for expenses in the Domestic (tax-free) field on the right.

Enter the account for the EU tax rate for revenue in the Intra-community EU field on the left and for expenses in the Intra-community (EU) field on the right. (0% for EU)

Enter the account for the EU standard tax rate (private individuals) for revenue in the EU (normal) field on the left and for expenses in the EU (normal) field on the right.

Enter the account for the EU reduced tax rate (private individuals) for revenue in the EU (reduced) field on the left and for expenses in the EU (reduced) field on the right.

Enter the account for the Export tax rate (non-EU) for revenue in the Export field on the left and for expenses in the Export field on the right.Export → (0% for third country.)

In the Control group field select the tax group for the product.

In the Cost center field select the cost center for the product within Accounting & Controlling.