📍 Where to find this module?
Main menu > Catalog > Products
The Products module allows you to manage your company’s physical item catalog: references, prices, suppliers, inventory, and item families.
1. Create a product #
- Go to Main menu > Catalog > Products
- Click on “Add a product”
- Enter the product information:
| Field | Description |
|---|---|
| Product name | Label displayed in commercial documents |
| Reference | Internal item code |
| Item family | Category to which the product belongs |
| Unit of measure | Unit used for quantification (piece, kg, m…) |
| Unit price | Default selling price |
| Tax | Applicable tax category (VAT, eco-tax…) |
| Description | Additional details about the product |
- Save the product
Note: To properly configure taxes on your products (VAT categories, tax regions, other taxes), refer to the article Tax configuration.
Tip: Use item families to organize your catalog and easily find your products.
2. Inventory information #
The “Inventory information” section allows you to track quantities:
| Field | Description |
|---|---|
| Quantity in stock | Quantity currently available |
| Inventory manager | Person responsible for tracking |
| Reorder level | Threshold below which restocking is recommended |
Note: Inventory quantities are automatically updated when delivery notes and receiving notes are validated. For more details, refer to the articles dedicated to inventory management.
3. Supplier information #
Each product can be associated with a default supplier:
| Field | Description |
|---|---|
| Supplier | Primary supplier of the product |
| Supplier reference | Item code at the supplier |
| Purchase cost | Unit purchase price |
Note: For advanced multi-supplier management with quote comparison and automatic price calculation, refer to the article Sourcing management.
4. Standard products and specific products #
Kafinea offers a standard products mechanism for companies that purchase the same type of item from multiple suppliers.
Standard product:
A generic item used in customer quotes and orders. This is what your customer sees.
Specific product:
A sourced variant of a standard product, corresponding to the actual item purchased from a given supplier.
Example: The standard product “HDMI Cable 2m” can have two specific products: “HDMI Cable 2m – Alpha Brand” and “HDMI Cable 2m – Beta Brand,” each with its own supplier offers.
To configure and use this mechanism, refer to the article Sourcing management.
5. Use in Commercial Documents #
Products are used as line items in the following documents:
- Customer quotes
- Customer orders
- Customer invoices
- Supplier purchase orders
- Delivery and receiving notes
When adding a product to a document, the unit price and tax are pre-filled with the product’s default values.
Tip: From a customer quote or order containing standard products, you can use the supplier purchase order assistant to automatically generate supplier purchase orders.
Note: It is possible to display the product or service number directly in document line items (quotes, orders, invoices…). This option is activated in Settings > Features via the parameter Display product/service number in document lines.
6. Frequently Asked Questions #
How to quickly find a product? #
Use the search bar in the product list. You can search by name, reference, or item family. Custom filters also allow you to create specific views.
What is the difference between a product and a service? #
A product is a physical item with inventory management (quantity, restocking, delivery). A service is an intangible offering without inventory management.
How to modify a product’s price? #
Edit the product record and modify the “Unit price” field. This change only affects future documents—existing documents retain the price entered at the time of their creation.
Important: If the product is a standard product, its price is automatically calculated from supplier offers. Any manual modification will be overwritten at the next recalculation. To adjust the price, modify the margin or supplier offers (see Sourcing management).