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  • Appendix
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    Product and Service File Fields

    Detail screen:

    add products

    LINKS TO OTHER FILES: The Add and Edit options will allow you to access (using the Find buttons or the F4 key in fields that allow it) maintenance for the following:

    • Categories (of the company that owns the product file)
    • Manufacturers (of the company you have selected)
    • Suppliers (of the company that owns the product file)
    • Tax classes (of the company you have selected)


    Product code. The value of this field is unique to the whole file. A record with an existing code cannot be added with the Add option. Although the field is alphanumeric, it can use automatic numbering (0000001, 0000002). Refer to Numbering.

    Product or service is the description of the product, product or service.

    Category is the product group (family or category) to which this product belongs. If entered, it should exist in the category file.

    Manufacturer is whoever manufactures the product. If entered, it should exist in the manufacturer file. The manufacturer matches the supplier when the product is purchased directly from the manufacturer. If you buy from a wholesaler or retailer, the manufacturer and supplier will be different. When selecting a manufacturer, the website fields of the product on the Internet tab are filled in by default.

    % Product discount is the discount applied by default to the product (can be changed or removed) in quotes, orders, packing slips and invoices.

    Accept general discount: When calculating quotes, orders, packing slips and invoices, then the general discount is only applied to products or services that allow it. Although this can be changed in each invoice, the default value of the product or service will be the one in this field.

    Weight. This is the weight of the product. This is used in the following:
    - To determine the amount to subtract from inventory in the case of product packs by percentage and weight
    - To calculate the amount if the program has invoicing by weight enabled in preferences. In this case, the price rate is taken as the price per unit weight and the amount is calculated using the following formula:
       amount = (units x product weight) x price rate

    Inventory control. Check this field if you want the program to keep inventory control of the product (provided the company has inventory control enabled) and uncheck it if you do not want to keep inventory for this product. For example, a repair company that invoices for labor and materials will enable the inventory control only for materials, since keeping inventory for labor hours makes no sense.
    Warning ! If you change this field in a product that already has transactions (purchases, sales, warehouse transactions), then run the Recalculate Inventory option on the Utilities menu.

    Current inventory. If the company has inventory control enabled, the current inventory of the company selected will be shown in inquiries.

    If invoicing for regular payments is enabled in preferences, then fields will be displayed to indicate if the product or service has a regular payment date and the number of months.


    If the Update Purchase Prices field is enabled in the settings for the company (Company --> Maintenance --> Company Data tab), then the purchase price will be automatically updated when packing slips or purchase invoices are entered. To prevent mistakes when old packing slips or invoices are entered, the purchase price is only updated if the packing slip or invoice date is greater than or equal to the date of the last purchase of the product.

    The Mean Purchase Price field (weighted cost) is an information field that is automatically calculated according to the following formula:
    (mean purchase price * inventory units) + (purchase price * units sold) / (inventory units + units sold)

    The sales price of the product at each rate can be entered directly or the program can calculate it based on a % increase over the purchase price.

    If a % increase is indicated over the purchase price at a particular rate, the price of this rate will be recalculated whenever the purchase price is charged. Sales prices are calculated by rounding to two decimal places. If you want to change the decimal places, you should go to Company --> Maintenance and on the Company Data tab, change the Number of Decimal Places for Prices field.

    The margin is the percentage of sales price corresponding to the gross profit. Its value is determined by the formula: (sales price - cost price) / sales price

    Calculate price according to shipping table: This is used for shipping cost products. It tells the program that the product price should be calculated using the shipping price table. When you include a shipping table-related product in a quote, order, packing slip or invoice, then the program will automatically calculate the price according to the customer's shipping address, the weight of the products (sum of the product weights) and the table related to this product.


    If product packs are enabled in the company, then the program will display the tab for pack definition.


    Check the Internet box if you want the product to be included in your virtual Internet shop. Products and photos can be uploaded to QFACWEB or osCommerce virtual shops using the Update option on the Website menu.

    Internet sale price. If a price is included in this field, then the product will be marked as a sale product on the website, with strikethrough over the current, usual price entered in this field.
    To take the product off sale, enter 0 in this box.

    The long description of the product is the one displayed on the website along with the two photos on the detail page for the product.

    The product websites contain the manufacturer's website address (URL) with information on the product. The default is taken from the manufacturer. Some manufacturers have several pages with the characteristics of each product.

    The description fields and long description in language 2 are used in the websites in two languages for the second language.

    Categories to be uploaded to the website as categories are taken from the selected products. Therefore, if there are 10 categories in the company, but products are only selected from one category to be sold on the website, then only this category will appear on the Internet.


    You can add two photos of each product to be automatically transferred to the website (catalog, virtual shop, osCommerce) or to design labels, catalogs, product records or price schedules with the user-defined lists. The photos are kept in the program, even if you have them in another folder.

    The original photo size is kept on the website if shrinking large photos is not enabled in the website settings.

    If the Shrink Large Photo option is enabled, then photos larger than the following size will be proportionally reduced:
    - Vertical photos: 300 x 214 pixels (height x length)
    - Horizontal photos: 179 x 250 pixels (height x length)

    The actual photo size is shown when the mouse is scrolled over the photos.

    edit products

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