📍 Where can I find this module?
Main Menu > Catalog > Products
The Products module allows you to manage your company’s catalog of physical items: SKUs, prices, suppliers, inventory, and product families.
1. Create a product #
- Go to Main Menu > Catalog > Products
- Click "Add Product"
- Please enter the product information:
| Field | Description |
|---|---|
| Product Name | Wording used in business documents |
| Reference | Internal product code |
| Article category | Product category |
| Unit of measurement | Unit used for measurement (piece, kg, m, etc.) |
| Unit price | Default selling price |
| Tax | Applicable tax category (VAT, environmental tax, etc.) |
| Description | Additional product details |
- Register the product
Note: To properly configure taxes for your products (VAT categories, tax regions, other taxes), see the article "Configuring Taxes. "
Tip: Use product categories to organize your catalog and easily find your products.
2. Stock Information #
The "Stock Information" section allows you to track quantities:
| Field | Description |
|---|---|
| Quantity in stock | Current stock |
| Inventory Manager | Person responsible for follow-up |
| Reorder point | Threshold below which restocking is recommended |
Note: Inventory levels are updated automatically when delivery notes and receiving notes are approved. For more details, see the articles on inventory management.
3. Supplier Information #
Each product can be associated with a default supplier:
| Field | Description |
|---|---|
| Supplier | Primary supplier of the product |
| Supplier ID | Supplier part number |
| Purchase price | Unit purchase price |
Note: For advanced multi-vendor management with quote comparisons and automatic price calculations, see the article "Sourcing Management."
4. Standard products and custom products #
Kafinea offers a standard product mechanism for companies that purchase the same type of item from multiple suppliers.
Standard product:
A generic item used in quotes and customer orders. This is what your customer sees.
Specific product:
A variant of a standard product, corresponding to the specific item purchased from a given supplier.
Example: The standard product "2-meter HDMI cable" can have two specific variants: "2-meter HDMI cable – Brand Alpha" and "2-meter HDMI cable – Brand Beta," each with its own supplier offers.
To configure and use this feature, see the article "Sourcing Management."
5. Use in business documents #
Products are used as line items in the following documents:
- Customer Quote
- Customer orders
- Customer invoices
- Supplier Purchase Orders
- Delivery and Receipt Forms
When adding a product to a document, the unit price and tax are automatically populated with the product's default values.
Tip: From a quote or sales order containing standard products, you can usethe supplier order wizard to automatically generate supplier purchase orders.
Note: You can display the product or service number directly in the item lines of documents (quotes, orders, invoices, etc.). This option can be enabled in Settings > Features using the "Show product/service number in document lines" setting.
6. Frequently Asked Questions #
How can I quickly find a product? #
Use the search bar in the product list. You can search by name, part number, or product 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 that involves inventory management (quantity, restocking, delivery). A service is an intangible offering that does not involve inventory management.
How do I change a product's price? #
Edit the record and change the "Unit Price" field . This change only affects future documents—existing documents will retain the price entered when they were created.
Important: If the product is a standard product, its price is calculated automatically based on supplier quotes. Any manual changes will be overwritten the next time the price is recalculated. To adjust the price, modify the margin or the supplier quotes (see Sourcing Management).