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Adding Custom Fields to Inventory Module Line Items Approval Process for Quote Discounts Configure Authorize.net to process payments Creating and Managing Invoices Creating and Managing Work Orders Creating Credit Notes Creating Delivery Notes Creating GST compliant invoices for Indian Businesses Creating Price Books Creating Receipt Notes GST in India Logging the Details of your Services Logging the Details of your Vendors Managing Bills Managing Payments Managing Purchase Orders Managing Sales Orders Managing Subscriptions Managing your Assets Vtiger Inventory Add-on

Logging the Details of your Products

This article will help you understand the working of products- an inventory module.
R
Rashmi Kashyap
6 May, 2020 - Updated 11 months ago

Introduction to Products

Products represent a stock of goods in your inventory. Products can be either procured from your suppliers or rendered to your customers depending upon the nature of your organization. 

Interestingly, if your company both sells and purchases goods, the Products module will act as a bridge between the sales and purchase departments.

Feature Availability

Sales Starter

Sales Professional

Sales Enterprise

One Professional

One Enterprise

Feature Availability

Products

 

Products module is also available for the Help Desk Starter and Help Desk Professional editions.

List View in Products

In Vtiger CRM, you can look at all the products in List View. By default, List View is the screen that is visible when you click the Products tab. 
This view sorts and lists all products based on the last modified product.

  • Columns in the List View 

The columns that are visible by default in the List View are :

  1. Product Name-Displays the name of the product.

  2. Part Number- Displays the part number of the product.

  3. Commission Rate- Displays the commission rate of the product.

  4. Qty. in Stock-Displays the quantity available in stock.

  5. Qty/Unit- Displays the number of units.

  6. Unit Price- Displays the price of each unit.

 
  • List actions

You can perform many quick actions such as Edit, Delete, Export, Comment, etc on product records in the List View.
To learn more about List View actions in Vtiger CRM, click here.

Ways to view a Product

  • Summary View 

Summary View is the view that appears when you click a particular record from the List View. The Summary View displays a collection of all the key information of the record.
The Summary View can be divided into four sections. Each section has a particular functionality.

  • Summary View Actions

    • Follow: You can follow any product record to get updates on all the activities performed on that record.

    • Tags: You can add tag names to the record to identify the record easily.

    • Print: You can print the product or save it as a PDF for future references.

    • Duplicate: You can duplicate the current record and have all the details reflected in a new record.

    • Delete: You can delete a record by clicking this button.

  • Activity

    This section lists all the activities performed on that particular record. You can also add filters and view specific activities.
  • Do button

    When you click on the do button on the right-hand top corner of the Summary view, you will see the following:

    • Add or Create- You can add or create other modules related to the product.
  • Widgets

    • Analytics-You can view all the metrics related to the product in the form of charts, mini-lists, etc. You can also create new ones here by clicking the + button.

    • Documents- You can create a new document or add an existing document to the product. All the related document details are displayed here.

    • Sales Ops- You can create or add a quote, invoice, sales order or purchase order from here and also view the related record’s details.

    • Price Books- You can create a new price book or add an existing one. You can also view the details of the related price book here.

    • Organisations-You can create a new organization or add an existing organization to the product. All the related organization details are displayed here.

    • Person-You can create a new contact or add an existing contact to the product. All the related contact details are displayed here.

    • Deals-You can create a new deal or add an existing deal to the product. All the related deal details are displayed here.

    • Items-You can create or add product bundles, parent products or assets from here. All the related record’s details are displayed here.

    • Issues-You can create a new case or add an existing case to the product. All the related case details are displayed here.

  • Deep Dive View

You can view and edit information about a product record by clicking the Deep Dive button in the Summary View of the record.

Important Fields in Products

 

Field name

Description

Product name

Mandatory field
It displays the name of the product.

Product Active

It will be enabled if the product is available.

Unit Price

Specify the price of the product. You can also change your currency here.

VAT(%)

First, you have to enable this field and enter the VAT value (in percentage) of your choice that has to be implemented in the sale of the product.

Sales(%)

First, you have to enable this field and enter the Sales value (in percentage) of your choice that has to be implemented in the sale of the product.

Service(%)

First, you have to enable this field and enter the Sales value (in percentage) of your choice that has to be implemented in the sale of the product.

Quantity in Stock

It specifies the number of products that are in stock in the inventory.

Handler

Mandatory field
It displays the name of the owner of the record.

 

How to Create a Product

 
  1. From Products’ List View 

 
You can use the +Add Product button to create a new product. You can find it on the top right corner in the Products’ List View.

Follow the steps below to create a product:
 
  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Click the +Add Product button.

  5. Fill in all the necessary details.

  6. Click Save to create the product.

  • Click Save and Continue to enter more details.

  1. From Quick Create

Products can also be created by clicking the + button present on the right-hand top corner of the screen.

Follow these steps to create a product using Quick Create:

  1. Click the icon displayed on the top right side of your screen.

  2. Click Show all to view all the modules you can create records in using Quick Create.

  3. Select Product from Inventory.

  4. Enter all the mandatory details.

  5. Click:

  1. Save to save the record.

  2. Save and Continue to save the record and go to its Deep Dive View.

Clicking Cancel discards all the information you entered.

To know more about Quick Create, click here.

Usage of Products module in other modules

Products are used while creating invoices, sales orders, purchase orders, and quotes modules. In the Item Details block, by clicking the +Add row button, you can add any number of products.

 

Actions Possible on a Product

You can perform the following actions on a product:

  • Duplicating a Product

You can create a new product by duplicating information from an existing product.
Follow these steps to duplicate a product record:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Open any product record.

  5. Click the more button.

  6. Click the duplicate button.

  7. You can enter the new details.

  8. Click Save.

A new product record will be created.

  • Generate Related Documents

    1. Add a Document

Use Vtiger’s Documents module to solve the problems of organizing and sharing! It acts as a repository for all the documents that you create or those shared with you by your customers or sales team. 
Follow these steps to add a document:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Open any product record.

  5. Click the Do button in the Summary View.

  6. Click Add or Create button.

  7. Select Documents.

  8. Here, you see two options on your screen:

    1. Select Documents

      1. If you want to add an existing document, select this option.

      2. Hover over a record in the list of all existing documents to display the radio buttons.

      3. Click the radio button on the left side of the record to select the record.

      4. Click Add Selected button present below of the list.

    2. Create Documents

      1. If you want to add a new document, select this option.

      2. Fill all the necessary details.

      3. Click Save.

The linked document will be seen in the Documents widget in the Summary View of the products’ record.

  1. Generate a Quote

A Quote is a formal document presented by the company’s sales team to a potential customer, upon request for quotation. It contains a detailed list of products and services, prices, taxes, terms, and discounts.
Follow these steps to generate a quote:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Quotes.

  • Enter all the necessary details and click Save.

The linked quote will be seen in the Sales Ops widget in the Summary View of the products’ record.

  1. Generate a Purchase Order

A Purchase order (PO), is the first official offer issued by a customer to the company’s sales team indicating types, quantities, and agreed prices for products or services.
Follow these steps to generate a PO:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Purchase Orders.

  • Enter all the necessary details and click Save.

The linked PO will be seen in the Sales Ops widget in the Summary View of the products’ record.

  1. Generate a Sales Order

The Sales Order (SO), is issued by the company’s sales team to the customer. You can generate a sales order for products and/or services. Vtiger CRM gives the option of generating Sales orders from within the Product.
Follow these steps to generate a SO:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Open any product record.

  5. Click the Do button in the Summary View.

  6. Click Add or Create button.

  7. Select Sales Orders.

  8. Enter all the necessary details and click Save.

The linked SO will be seen in the Sales Ops widget in the Summary View of the products’ record.

  1. Generate an Invoice

An Invoice or a Bill is a non-negotiable itemized statement issued for the products or services rendered to the customer. 
Follow these steps to generate an invoice:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Invoices.

  • Enter all the necessary details and click Save.

The linked invoice will be seen in the Sales Ops widget in the Summary View of the products’ record.

  1. Generate a Price Book

Price Books allows you to define different prices for products and services. The prices of the items can vary anytime depending on the customers and their needs.
Follow these steps to generate a price book:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Price Books.

  • Here, you see two options on your screen:

    • Select Price Books

      • If you want to add an existing price book, select this option.

      • Hover over a record in the list of all existing price books to display the radio buttons.

      • Click the radio button on the left side of the record to select the record.

      • Click Add Selected button present below of the list.

    • Create Price Books

      • If you want to add a new price book, select this option.

      • Fill all the necessary details.

      • Click Save.

The linked price book will be seen in the Price Books widget in the Summary View of the products’ record.

  1. Generate an Organization

An organization represents a company you are doing business with. It could have multiple employees and sell multiple products or services.
Follow these steps to generate an organization:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Organizations.

  • Select an organization from the list of all available organizations.

  • Click the Add Selected button.

The linked organization will be seen in the Organizations widget in the Summary View of the products’ record.

  1. Generate a Contact

A contact is a person that you are doing business with, likely a prospect or a customer. Contact can be acting in an individual capacity (if your business sells to consumers) or representing a business. 
Follow these steps to generate a contact:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Contacts.

  • Select a contact from the list of all available contacts.

  • Click the Add Selected button.

The linked contact will be seen in the Person widget in the Summary View of the products’ record.

  1. Generate a Deal

A deal is a sales opportunity that you are pursuing with a person or an organization. 
Follow these steps to generate a deal:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Deals.

  • Select a deal from the list of all available deals.

  • Click the Add Selected button.

The linked deal will be seen in the Deals widget in the Summary View of the products’ record.

  1. Add Product Bundles

A product bundle is nothing but a set of all products.
Follow these steps to generate a product bundle:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Product Bundles.

  • Here, you see two options on your screen:

    • Select Products

      • If you want to add an existing product, select this option.

      • Hover over a record in the list of all existing products to display the radio buttons.

      • Click the radio button on the left side of the record to select the record.

      • Click Add Selected button present below of the list.

    • Create Products

      • If you want to add a new product, select this option.

      • Fill all the necessary details.

      • Click Save.

The linked product bundle will be seen in the Items widget in the Summary View of the products’ record.

  1. Generate an Asset

Assets are tangible or intangible resources that are rendered to your customers. 
Follow these steps to generate an asset:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Assets.

  • Enter all the necessary details. 

  • Click Save to create an asset.

    • Click Save and Continue to enter more details.

The linked asset will be seen in the Items widget in the Summary View of the products’ record.

  1. Add a Case

A case is an issue or a request raised by a customer. When a customer raises an issue, you can create a case record in the CRM. 
Follow these steps to generate a case:

  • Click the Menu icon.

  • Go to the Inventory tab.

  • Select the Products module.

  • Open any product record.

  • Click the Do button in the Summary View.

  • Click Add or Create button.

  • Select Cases.

  • Enter all the necessary details. 

  • Click Save to create a case.

    • Click Save and Continue to enter more details.

The linked case will be seen in the Issues widget in the Summary View of the products’ record.

  1. Generate a Subscription

Follow these steps to generate a subscription:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Open any product record.

  5. Click the Do button in the Summary View.

  6. Click Add or Create button.

  7. Select Subscriptions.

  8. Enter all the necessary details and click Save.

  • Export

    Follow these steps to export a product:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. In the List View, hover over any product record to display the radio button on the left side.

  5. Click the radio button.

  6. Click the Export button.

  7. Select any one of the following options:

    1. Export Selected Records- This option will export only the selected record.

    2. Export data in current page- This option will export the records on the current page.

    3. Export all data- This option will export all the data in all the pages of the SO module.

The exported record will be saved on your local system.

  • Print

    Follow these steps to print a product :

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Open any product record.

  5. Click the More button.

  6. Click the Print button.

  7. You can perform any of the below options:

    • Edit & Export- You can edit the product and export it to your local system.

    • Email with PDF- You can email the product record as a PDF to the contact.

    • Print- You can print the product and keep a hard copy.

    • Save as PDF- You can save the product as a PDF on your local system.

Note: You can also print a record directly from the List View. To know more about List view, click here.

How to change the template of the Product

Follow these steps to change the template of a product from the Print Product screen:

This is a temporary change only until the product is printed.
  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Products module.

  4. Open any product.

  5. Click the More button.

  6. Click the Print button.

  7. Select the template you want from the list of all templates.

  8. You can perform any of the below options:

    1. Edit & Export- You can edit the product and export it to your local system.

    2. Email with PDF- You can email the product record as a PDF to the contact.

    3. Print- You can print the product and keep a hard copy.

    4. Save as PDF- You can save the product as a PDF on your local system.

Updation of Products in Stock

Quantity in Stock of a product gets updated in accordance with the status of the invoice or purchase order created for the product. This is done via the workflow UpdateInventoryProducts On Every Save that is set up and active by default in Vtiger. 

The benefit of this workflow is that it reduces manual effort and avoids human errors as every change is recorded automatically. 

You can also create other workflows to run on Products by going to Settings> Automation> Workflows.

To learn more about Workflows in Vtiger CRM, click here.

Here are the scenarios under which Quantity in Stock is impacted by Invoices: 

  • When an invoice is created, the quantity in stock will decrease.

  • When an invoice is canceled or deleted, the quantity in stock will increase.

Here are the scenarios under which Quantity in Stock is impacted by Purchase Orders: 

  • When the purchase order status is changed to ‘received shipment’, the quantity in stock will increase.

  • When the purchase order is canceled, the quantity in stock will decrease.

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