Categories, measurements and tax
The Products & Services app's top bar holds the settings behind your catalogue: Categories, Measurements, Tax Rates, Invoice Settings, Properties and Detail Search. The Products & Services menu has the same pages as Product Categories, Product Measurements, Tax Rates, Invoice / Quotation Settings, Properties and Advanced Search.
Categories
Categories groups products and services into a tree. A category can hold child categories, such as Clothing → Shirts.
The tree is on the left. Each category shows how many child categories and how many products it holds. Search filters the tree by name.
| To | Do this |
|---|---|
| Add a top-level category | Select the plus at the top of the tree (Add category), enter the Category name and select Add Category |
| Add a child category | Select the plus on the parent's row (Add child), enter the Child name and select Add |
| Move or reorder a category | Drag it to a new place in the tree, or onto another category to make it a child. The new order is saved straight away |
| Rename a category | Select it, change Category Name and select Save |
| Archive a category | Select it and choose Archive this category, then confirm |
A category's details
Selecting a category opens its details on the right.
| Section | What it does |
|---|---|
| Category Name | The category's name. Save keeps a new name |
| Default Measurement Groups | The measurement groups products in this category have. Choose a group under Add measurement group and select Add. The cross on a group removes it. Measurements apply to products only, so services in the category ignore them |
| Default Property Groups | The property groups products and services in this category have. Choose a group under Add property group and select Add. The cross on a group removes it |
| Products | The products in the category, with their SKU, Code, Cost, Variations and when they were Modified. Select a product to open it. The search box filters the list |
A category also has the default groups of every category above it. For example, if Clothing has a Dimensions measurement group, products in Clothing → Shirts have it too.
A product or service with no category, or whose categories have no default groups, shows no Properties or Measurements tab.
Measurements
Measurements holds the measurements you record on products, organised into measurement groups. For example, a Dimensions group holds width, height and depth in millimetres, and weight in grams.
The tree on the left shows the groups and the measurements in each. Search filters it by name.
Adding a measurement group
- Select Add group at the top of the tree.
- Enter the Group name.
- Select Add Group.
Selecting a group shows its Group Name, which you can change and Save, and the Measurements in this group. Delete this group deletes it after you confirm. Its measurements are kept, and become ungrouped.
Adding a measurement
Add measurement appears once you have at least one group.
- Select Add measurement at the top of the tree.
- Fill in the fields below.
- Select Add Measurement.
| Field | What it does |
|---|---|
| Name | The measurement's name, such as "Shipping Weight" |
| Unit Group | The kind of quantity, such as Length, Mass, Area, Volume or Time. It cannot be changed after the measurement is added |
| Display Unit | The unit the value is entered and shown in, such as millimetres. The list shows the units in the chosen unit group |
| Group | The measurement group it belongs to |
Selecting a measurement lets you change its Name, Display Unit and Measurement Group, then Save. You can also drag a measurement onto another group in the tree to move it.
The copy icon on a measurement (Duplicate) makes a copy named "name (Copy)" in the same group. Delete this measurement removes it after you confirm.
Tax rates
Tax Rates lists the tax rates you can choose on services and on the line items of an opportunity.
The list shows each rate's Name, its Tax Percentage, and its Created Date with who created it. Search for tax rates finds a rate by name.
To add a rate:
- Select Add Tax Rate.
- Enter the Name, such as "Standard VAT".
- Enter the Rate (%).
- Select Save.
Both fields are required. Existing rates cannot be changed, so that past reporting stays correct. Double-clicking a rate opens it to view.
Archive on a rate's actions menu removes it from the list after you confirm.
Invoice and quotation settings
Invoice Settings holds the details printed on invoices and quotations. You can keep more than one set, for example one for each of your companies. When you download an invoice or quotation from an opportunity, you choose the set to use under Use Settings.
Add Invoice Settings opens the form. Search invoice settings finds a set by name.
| Field | What it does |
|---|---|
| Name | Required. The name of the set, shown when you choose it |
| Your email address, printed on the document | |
| Telephone | Your telephone number, printed on the document |
| Website | Your website, printed on the document |
| Company Address | Address Line 1, Address Line 2, City, County / State and Postcode / Zip |
| Registered Office Address | The same fields, for your registered office. It is printed only when it differs from the company address |
| Notes | Text printed under Notes on the document |
| Terms and Conditions | Text printed under Terms and Conditions on the document |
| VAT Number | Printed on the document |
| Registration Number | Printed on the document as the Company Number |
| Region Locale | Where the company is registered, printed as "Registered in ...": England and Wales, Scotland, Ireland, United States of America, Canada, New Zealand or Australia |
| Invoice / Quotation Logo | The logo shown on the document. Set Logo chooses an image from the file browser |
The arrow buttons between the two addresses copy one address into the other.
A set's actions menu holds Edit, Delete Logo, which removes the logo, and Delete, which deletes the set. Both ask you to confirm.
Properties
Properties holds custom properties for products and services. One set of properties is shared by both.
Properties sit in property groups, and you need a group before you can add a property.
- Select Add group at the top of the tree, enter the Group name and select Add Group.
- Select Add property (the plus) to add a property to a group. The property form works as it does for custom properties.
Selecting a group shows its Group Name, which you can change and Save, and its fields. Drag groups and properties in the tree to reorder them, or drag a property onto another group to move it. The bin icon on a property deletes it. A group can be deleted only when it has no properties in it.
A property group shows on a product or service only when it is one of its category's Default Property Groups. See Categories.
Advanced search
Detail Search offers Search Products and Search Services. Each works in the same way as the contact search, with filters, OR groups, columns, sorting, saved filters and Export. Search codes are not available.
The product search can filter and show the product's details and stock figures, its variations, highlights, tags, custom properties and each of your measurements.
The service search can filter and show the service's details, rate, category, online booking times, staff, resources, intake form, tags and custom properties.
Permissions
Categories and Measurements need the Add Product or Service permission. See Teams and permissions.
Related
- Products and services
- Opportunities, where tax rates and invoice settings are used
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