Ecuenta Lite |

Products

1. Products Management

1.1 Adding Products

Go to – Products > Add Products. Provide a Product Name, Brand, Units, Category Sub-category SKU: Add a unique SKU which will be used to identify the product & Print barcode in labels. Leave it empty to auto-generate it. You can also add a Pre x for auto-generated SKU.

Steps to change the default SKU length:
In order to change the default SKU length, make the following simple change in the code. 1. Open the le pos\app\Utils\ProductUtil.php. 2. Search for the function ‘generateProductSku’. 3. Change the default value 4 to any required length. Barcode Type: Select a barcode type, default/recommended is C128 option. We recommend changing if only if the product added already have an SKU number for it.
Not For Selling: If a product is maked not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using manufacturing module to make the ingredients as product not-for-selling also if you want to temporary disable selling for some products.
Alert Quantity: Alert quantity is used to alert when remaining stocks reaches to this level or below it.
Manage stock: Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development Printing. For items with Manage Stock Unchecked (disabled), you can sell them in unlimited quantities.Selling of service using Ecuenta lite.

Business Location: Select the business location(s) where this product can sold or purchased.

Select Applicable tax for that product. Adding Tax.

1.2 Single Product

Applicable for products with no variation with them then select single.

When selecting Single product – You will need to enter the Default product price including/ excluding tax, Pro t Margin % (you can set default pro t margin from settings -> Business Settings; this will help to type % every time). Based on the pro t margin it will auto calculate selling price excluding of Tax. You can also enter the selling price manually and it will auto adjust the pro t margin for you.

1.3 Variable Product

Applicable to a product having variations (like size or color or design or avors etc) You can defne variation templates from Products -> Variations. The advantage of creating variation is that it saves time to add same variations multiple time.

When selecting Variable product – It will display different elds to add all variations and its related Purchase price, Selling Price. You have to select the variations from the dropdown and it will auto-populate the variations for that template. You can change the variable name, Variation values.

New To give same purchase price or selling price or pro t for all variations of a product click on the double tick present in the rst variation.

1.4 Combo or Bundle Product

Combo product are also called bundle products.

It is offering several products as one combined product.For example a product “Computer Set” can have: 1 PC Monitor + 1 PC CPU + 1 Pc Keyboard + 1 PC mouse.So when someone buys Computer set she gets all the products in it.

Stock of bundled product depends on stock of individual products present in that bundle. Example: if you have 5 PC Monitor, 4 PC CPU , 10 pc Keyboard, 50 PC mouse, the stock of Computer set will be 4 PC.

When the bundle product is sold, stock of all products inside them is automatically deducted.

Individual products present in bundle product can also be sold separately.

Bundle products cannot be purchased, only individual products present in it can be purchased.

Click on Save.

You can edit a product. You can also Copy / Export to CSV, PDF or Excel le.

1.5 Adding Products with multiple variations

If you have products which involve multiple variations like for example a Shirt can have Color & Size variation, then we have multiple ways to work with it:

Solution 1, Create combined variation: Can a variation with a name “Color-Size” and add values like Red-Small, Red-Medium, Red-Large, etc, this can be used for while adding the Shirt. Solution 2, Create multiple Products: Create multiple different products like Shirt-Red, Shirt-Green, Shirt-Blue with size as variations. When you create multiple products you will NOT have to enter the same details multiple times, rst, add the Shirt-Red with all size variations of it and then use the Duplicate Product action to copy the data.
Select Required variations:
While adding variable products, you can select only the required variation values. In your add/edit product screen, select the product type as ‘variation’ and select the variation name (eg. color).
A dropdown will be displayed, in which you can select the required variation values.

1.6 Assigning/remove locations of multiple products at once

1.7 Deactivating & Activating Product

1.8 Adding product quantity or adding product stock

For systematically managing your business, product quantities can be added in 3 ways:

Adding Opening stock.

Adding purchases.

Manufacturing product: Useful for manufacturers, required manufacturing module.

2. Import Products

2.1 Steps:

Go to Products -> Import Products.

Download the template file.

Fill all the information as per the displayed columns name & instructions. Don’t remove the heading from template file.

Import the file

2.2 Common Errors

Error: UNIT not found
Solution: Make sure the unit you provided in excel le is already present in the system. Go to Products -> Units, add the unit & import the file again.

Error: The separation symbol could not be found the separation symbol could
Solution: Format your cells in excel as text in your excel for the expiry date eld and give the date as specified (11-25-2018)

Not well-de ned error:

Many times it can show some not well-de ned errors like “non-numeric value encounter” or others. In this case, the best way is to split your import into multiple les.
For example, if you’re importing l with 500 products, divide it into 2 les of 250 each and import it.

2.3 Export Products

The products can be exported in excel/pdf formats from the list products screen. In version 4.7.8, a new export feature is added to export the product in the same template as the import product template.

In the list products screen, click the download excel button.

3. Deleting Products

Deleting of a product will remove the products from the database.

NOTE: This delete will not work if the product have some transactions related to it. Transaction can be Opening Stock, Purchase, Sales or Stock transfer of the product. It will show some error like:

Product can’t be deleted because purchases related to this product exist

Some products couldn’t be deleted because it has transaction related to it.

3.1 Deleting individual product

3.2 Bulk Delete multiple products

3.3 Delete product Errors

Some products couldn’t be deleted because it has transaction related to it:

When a product has any transactions it cannot be deleted.

Transactions can be either Sales, Purchase, or Adding opening stock.

The best way to avoid such products is by deactivation them.

4. Variations

Variations can be added from the Products -> Variations menu.

These variations are used in variable products product.

Example of variation is, for example, Jeans can have multiple colors, so add variations called Colors and provide the value for it. As given in the image below.

NOTE: Delete variation option will not be shown for variations that are already used in some products.

4.1. Adding Multiple Variations for Products

If a product has more than one variation, for example, A shirt with size ‘M’ and brand ‘POLO’ or A book with pages 30 and size long.

Add the variation name and type as a combined variation.

Eg: variation name : Size – Pages.

variation values – Long -30, Long -120, Long – 200, Small -30, Small – 120 etc.

5. Product Units

Different Products have different units. Ecuenta lite allows you to add different units for products.

5.1 Adding Units

Go to Products -> Units.

Give the unit name, a short name, and choose if want the unit to allow decimals.
Example:
Name: Meter
Shortname: Mtr.
Allow Decimal: Yes.
Allowing decimal allows you to purchase/Sell the product in decimal and vice-versa.

5.2 Multiple Units

This can be useful if you purchase products in a different unit and sell it in a different unit. For example: Purchase in dozens and sell in pieces. Or purchase in boxes and sell in pieces.

Steps

Add the lower unit from Add Unit Screen. For example pieces.

Check “Add as multiple of another unit” Provide the conversion Details.

Use the unit in Add/Edit Product. While adding/editing purchase/ sale you can see the dropdown for units. Select the desired unit and it will change the unit purchase/sales price accordingly.

NOTE: You will not see the main Units (Dozen in this example) in the Add-Product Unit dropdown, select piece as the unit of product. All purchases/sales get saved in the lower unit (pieces in the above example). So after adding purchases/sales if you edit the conversion details, it will affect the purchases/sales quantity accordingly.

5.3 Selecting relevant Sub Units for a product

For some products not all sub-units will be required. Suppose for example you sell Oranges only in Dozens or only in pieces then it will be useful.

Enable it from Business settings ->Products -> Enable relevant sub-units.

Now when adding products select the Unit for the products and it will give option to select multiple applicable sub-units. Selecting the sub-units will allow you to do purchases or sales on this selected sub-units.

5.4 Secondary Units

Secondary units can be added to products. A secondary unit can be used if a particular product’s subunit may vary each time. For example, 1 piece of stone can be 10 kg or 20 kg, or 30 kg.

To enable this go to Settings-> Business Settings – > Products.

On enabling this, a secondary unit label will be shown in add/edit products screen.

Selecting this product in the purchase/sale/POS screen will also show the secondary unit label.

The details of secondary units for products are shown in the product stock history of that product.

NOTE: The secondary unit is not considered for calculation. It is only used for the user’s knowledge of tracking the products with varying subunits.

NOTE: Available only in version 4.7.8 and above.

6. Product Category (Categorizing products)

Categorizing products helps you to easily manage and lter them in reports.

6.1 Adding Category & Sub-Category

Go to Product -> Categories -> Add

Add Category name, category code(HSN code)

If the category is sub-category select “Add as sub taxonomy” and select the parent category.

7. Product stock history

Go to Products > Product List.

Click on Actions > Product stock history.

8. Product expiry and related settings

8.1 Enabling expiry for products

To enable expiry go to Settings -> Business Settings -> Product section. And check the “Enable Product Expiry” checkbox.

On enabling Product expiry, you can choose either “Add Item Expiry” or “Add manufacturing date & Expiry Period”

“Add Item expiry” => Choose this option if you want to directly add the expiry of the item to the purchase screen.

“Add manufacturing date & Expiry date” => Choose this option if you want to add the manufacturing date of the item and the expiry period. Based on the manufacturing date and expiry period it will auto-calculate the expiry date. And this expiry date can be edited. You will have to add expiry period for the product in the “Add or Edit Product” screen. And the manufacturing date in the “Add Purchase” screen.

“On Product Expiry” => With this option you can set what the system should do when a product expired.

“Keep Selling” => Choose this option if you want the application to keep selling the product even after expiry.

“Stop Selling n days before” => Choose this option to stop selling the item n days before the expiry. You will have to specify the value of n (which is the number of days before to stop selling)

“Stock Accounting Method” => This feature is used to set the way the product should be sold.

FIFO (First In First Out) => In this the old stock should be sold first.

LIFO (Last In First Out) => In this the most recent purchase stock should be sold.

For an Example:

Purchase 20 pcs of product A on 20 March 2024. Expiry date 10 April 2024.

Purchase 20 pcs of the same product A on 23 March 2024. Expiry date 8 April 2024.

Today I sold 22 pcs.

If the “Stock Accounting Method” is FIFO => Then the Product purchased on 20 March 2024 will be deduced with 20 pcs

and after that product purchase on 23 March 2024 will be deduced with 2 pcs.

So in stock, we will have products from 23 March 2024 with 18 pcs.

If the “Stock Accounting Method” is LIFO => The opposite of the above will happen.

NOTE: You must set the required accounting method before selling the item for that accounting method to be used.

8.2 Stock Expiry Report

Go to Reports => Stock Expiry Reports.

Here you can filter stock “Category”, Brands, “Stock expiry date”.

Click on “Edit” to modify the stock left and expiry period.

If stock left is decreased the unit purchase price is adjusted accordingly.

8.3 Stock Expiry Alert

You can view stock expiry alert in Homepage bottom section. Here it shows a list of products expiring soon.

You can set the number of days before which the expiry alter should be shown in the Homepage from “Settings -> Business Settings -> Dashboard Section” View Stock Expiry Alert For input field.

8.4 Displaying product expiry date in the invoice

Make sure the product expiry feature is enabled as mentioned above.

Go to invoice layout and enable “Show Product expiry”.

If the product expiry date is added when adding Purchase or Opening stock then when making sales it will display the product expiry dropdown. Select the expiry date which you want to sell. Then in the print invoice, it will show the expiry date.

9. Lot number

9.1 Enabling Lot Number

To enable lot number go to, Settings -> Business Settings -> Purchases. Check the Enable Lot number checkbox and update settings.

9.2 Adding Lot number from Purchases

If the lot number is enabled as described above then when adding purchase stock it will display the lot number field for entering the lot number.

9.3 Adding lot number from add opening Stock

If lot number is enabled then when adding opening stock it displays the input field to enter lot number.

9.4 Displaying product lot number in the invoice

Make sure the lot number feature is enabled as mentioned above.

Go to invoice layout and enable “Show lot number”.

If the lot number is added when adding Purchase or Opening stock then when making sales it will display the lot number & product expiry dropdown. Select the lot number which you want to sell. Then in the print invoice, it will show the lot number.

10. Selling Price Groups (Sell in different prices: wholesale/retail or for different prices for different locations)

With Ecuenta lite we aim to make it “One in All” POS/Stock Management Application.Selling price groups allow you to add different prices for a product.

Sell at different prices: wholesale/retail.

Different prices for different locations.

10.1 Adding Selling Price Groups

Go to products -> Selling Price Group.

Click on “Add” button to add a new price group. For example Retail price or WholeSale price or Bulk Purchase price or Location 1 price etc as per your wish.

You can view a list of selling prices in “Selling Price Group” screen.

10.2 Adding Selling Price as either Fixed or Percentage

The selling price can be given as a whole number (fixed) or in percentage.

Fixed: The value given will be the selling price for that group.

Percentage: The value given will be taken as a percentage, and that percentage of the actual selling price will be taken as the selling price for that group.

10.3 Adding price for different price groups

In Add/Edit product screen in the bottom, you will find the button “Save & Add Selling-price- group price”. Click on that button. Note: this button will not be visible if there are no selling price groups.

In the next screen, you will see the list of the product name (if variable product then all variations), the default price & selling price groups price. Enter the prices for it.

Click on Save.

10.4 Exporting & Importing selling price group

Go to Products -> Update Price.

First, download the Excel file by clicking on the “Export Product Prices” button. There will be a separate column for group price.

In the downloaded file change the price for the selling price group of the products.

Only selling price group prices of the product will be updated, not the SKU or name.

Any blank price will be skipped.

Then import the file.

10.5 Selling at a particular price group

Go to POS.

In the top, you will see the list of selling price groups. Select the one as per your requirement. Note: This will not be visible if there are no selling price groups or if a user is assigned only one particular price group only.

Select the prie group & the selling prices for the product will be as per the price group.

10.6 Assigning a user to a particular price group

Sometime you may want to assign a particular or few selected price group to a user. In that case, create a role with the desired permission & price group assigned.

You must assign at least one price group for a role if that role has permission to sell.

10.7 Assigning a customer to a particular price group

Helps selling same product at a different price in different business location.

Go to Add/Edit Business Location and select the Default Selling Price Group, if not selected then products default price will be used.

11. Product Warranty

11.1 Enabling Warranty

To enable warrany in products go to Settings -> Business Settings -> Products -> Enable Warranty.

11.2 Using Warranty

Adding Warranty : Add warranty types by going to Products -> Warranty.

Assigining warranty for products : Go to Add/Edit product and select the warranty that is applicable for the product.

Sell with warranty : Any products which has warranty assigned when sold will use the transaction date as start of warranty. You can display warranty in receipts by enabling it from Invoice layout.

12. Printing Labels

Ecuenta lite comes with an inbuilt feature to print customised labels for products.

You can go to print label screen from multiple places:

From Products Sidebar menu Products -> Print Labels.

Go to Products -> View Products and click on Actions -> Labels. This will add the selected product to print label list.

Go to Purchases -> List Purchases and click on Actions -> Labels. This will add the products from the selected purchase to print label list.

Once you’re in print label screen, add the products for which you want to print labels by entering the name or barcode/sku id.

Adjust the quantity of each product’s label (No. of labels).

Select the information you want to display in labels by checking/unchecking the options under “Information to show in labels” heading.

Select the Barcode Setting according to your sticker. We have included some commonly used settings.You can add new setting from Settings -> Barcode Settings menu.

Click on Preview to view the labels.

If everything looks good you can click on Print button to print it.
Note: You must set the Margins to ‘default’ in browser print window.

If some information is getting half displayed because of sticker size, then it is advised to hide them or better to use a 20 Labels Per sheet settings.

12.1 Error: Unsupported SKU id for the selected barcode type

This error means the SKU provided by you when creating the product doesn’t satisfy the encoding as per barcode type.

The solution can be edit the product and change the barcode type as “Code 128” save & try printing the label again.

13. Duplicate Product

Duplicate Products helps you to easily create a new product with the same data as another product, this helps you save repetitive entering of data and ultimately saves time by making the product entry process faster

14. Correcting product stock mis-match or incorrect stock in different reports

Error 1 : Mismatch between sold and purchased quantity

Error 2 : Mismatch in stock shows in Stock-Report and sales screen. Sales screen accepts products greater or less than as in stock reports.This rarely happens because of some unknown reasons or if you try to manually update the stock in the database.

14.1 Solution 1

NOTE : You must have the role of admin for this to work.

Step 1 : Go to this URL www.your domain/reports/product-stock-details.

Step 2 : IMPORTANT: Select the business location and press search button. It will show the list of products for which there is a mismatch.

Step 3 : IMPORTANT: Click on Fix button for each product.

14.2 Solution 2

If the solution 1 didn’t work, follow this Solution 2.

Step 1: Go to List Products screen, click the Actions button of that particular product.

Step 2: Select the ‘Product Stock History‘ option. It will direct to Product Stock History screen.

Step 3: In the Product Stock History, select the particular location where the mismatch error occurs and the particular variation of the product (only if it is a variable product).

Step 4: This will automatically x the mismatch issue for that product in that location.

15. Bulk Edit Products

Bulk edit helps you to edit multiple products at once and saves your time.

To edit multiple products follow the steps:

Go to Products -> List Products.

Select the products you want to edit by clicking on the checkbox present in each product row.

Scroll down you will nd the Bulk Edit option, click on it and you can edit the selected products.

Also, in the bulk edit screen you can add any other products to edit them

16. Opening Stock

16.1 To add opening stock

Go to List Products.

Actions > Add or Edit Opening Stock.

16.2 Editing opening stock (or) Making opening stock 0

NOTE: If you have already added an opening stock and have to edit it, follow the steps below.

Click the ‘+’ symbol.

A new row will be created.

Add the new amount there.

To make the opening stock to ‘0’, add a negative value in step 3.

Eg) If the existing opening stock is 10, add -10 to make the stock quantity to 0 or if you add a negative amount (-4) then the amount will be 6.

17. Enable bulk edit

Open con g/constants.php. Change “enable_product_bulk_edit” false to true

18. Custom Labels for Products

20 custom elds can be added for the product, these custom elds can be used while adding a new product.Custom elds can be anything related to the product like brand code, product code etc.To add this Go to Settings > Business Settings > Custom labels. Provide the custom label name here.

18.1 Field Type for labels

The data type can be speci ed for each custom eld. Select text, date picker or dropdown types. For dropdown add a line break after each option.

19. Bulk Price Update

Prices of products can be edited in bulk using this feature.

Go to Products > Update Price, and download the Excel file.

The Excel file contains the list of product names, SKUs, existing prices of products and selling group price(if available).

Update the prices of required products and upload the le and click submit.

NOTE: Make sure not change any product name, sku & headers

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