Access the Products

• Navigate to the Products Tab located next to the Dashboard in the top navigation menu
• Once you’re on the Product page, click on the “Add New Product” button to begin the process of adding
  a new product to your H-Office CRM.

Add New Products

Follow the steps below and refer to the screenshot for guidance.

• Products Type: This field specifies the broad category or classification of the product, such as Assembly, Manufactured, Kitset. Select the type of the product from the dropdown list.
  In H-Office, different product types cater to various business needs and scenarios. Understanding these product types and their appropriate use cases is crucial for effective inventory and sales management. The six primary product types available in H-Office: Assembly, Manufactured, Kit Set, Purchase, Dummy Goods, and Service with/without unit.For additional details on product types, refer to the link provided below https://hofficecrm.com/product-types-guide/
  • Assembly Products- These products are created by combining multiple components into a single virtual product. Only the finished product is visible in sales transactions, while the components are mentioned in the product description.
    Examples: Custom-built computer, ready-to-assemble furniture, home theater system.
  • Manufactured Products- Manufactured products are finished goods produced through a manufacturing process. Inventory for raw materials and the final product is tracked, but details of the bill of materials are hidden in sales transactions.
    Examples: Cars, clothing, industrial machinery.
  • Kit Set Products- Kit Set products combine multiple items into a single offering but display each included item as separate line items in sales orders.
    Examples: Gift baskets, DIY tool kits, science experiment kits.
  • Purchase Products-These are products bought for resale in their original form, with no modifications or assembly involved.
    Examples: Retail goods, office supplies, books.
  • Dummy Goods-Dummy Goods are non-saleable items used for inventory tracking purposes only, without financial or sales transactions.
    Examples: Promotional items, office supplies, test samples.
  • Service with/without Unit-Service with Unit involves selling services that are billed based on quantifiable units like hours or visits. Service without Unit covers intangible services without measurable units.
    Examples with Unit: Consulting services, maintenance visits.
    Examples without Unit: Software support contracts, subscriptions.

  By selecting the appropriate product type, businesses can better manage inventory and sales, ensuring accurate tracking and streamlined operations. Each type serves a specific operational need.

• Product Name: Enter the actual product name as recognized by your business. This name will serve as the primary identifier for searching and managing the product across the system.
  Example: Electric Motor, Running Shoes, or Smartphone.
• Product Category: The product category field allows you to group products into relevant categories and subcategories, helping to organize and streamline your product catalog. These categories play an essential role in making product searches more efficient, applying attribute settings, and managing inventory. By creating a flexible tree structure, you can define categories such as “Electronics” or “Office Supplies” and assign products under them. This structure makes it easy to navigate through the catalog and segment different types of products, such as raw materials and finished goods.
  Product categories also enable you to configure specific settings for groups of products, whether for internal management or external web settings, such as selling products online. With the ability to create unlimited categories, the system adapts to your business needs, ensuring accurate inventory tracking, easy searchability, and smooth online configuration.
  Example: A product like a “Circuit Breaker” would fall under the “Electrical Equipment” category.
• Product Code: The product code uniquely identifies each product in the system and is used for tracking, searching, and managing products across various processes like orders, inventory, and reporting. You can either manually input a code or use one of the available automatic generation methods. The product code ensures that each product is distinct, facilitating smooth operations and accurate data management.
  • Manual- You can create and enter the code by your own
  • Auto- The system automatically generates the code
  • Category Based- The code is generated based on the product category
  • Attribute Based- The code is generated according to specific attributes or characteristics of the product, such as size or color.
• HSN/SAC Code: Enter the HSN/SAC code of the product. The HSN (Harmonized System of Nomenclature) or SAC (Service Accounting Code) is a classification system used for identifying goods and services for taxation and regulatory purposes. It helps streamline the calculation of GST and compliance with government regulations.
  Example: “8501” for electric motors.
• Standard Unit: This field specifies the primary measurement used to standardize how the product is quantified and sold. Either select the unit from the dropdown menu or add a new unit.
  Example: A bottle of olive oil is sold in liters, which standardizes how it is measured and sold.
• Enable Decimals Points: Indicates if decimal points are allowed in the product’s quantity. If “Yes,” you can use the field “Allow Products Decimals Point”; if “No,” only whole numbers are used.
• Sales Rate: Enter the standard sales rate for the product. This rate will be automatically applied to sales transactions, including quotations, sales orders, and invoices. Ensure that the rate reflects the actual selling price to maintain consistency across all sales documentation.
• Product Classification: This field specifies the intended use of the product within the organization.
  • Accessories: Use this classification for supplementary items that enhance or support the main product.
  • Parts: Choose this classification for individual components or items that are used in assembly or manufacturing.
  • Projects: Use this for specific undertakings or initiatives that involve multiple products or services combined.
  • Raw Materials: Select this for unprocessed inputs that are used in the production of finished goods.
  • Semi-finished Goods: Choose this for products that are partially completed and require further processing before they can be sold.
  • Service: Use this classification for intangible offerings that involve providing a service rather than a physical product.
• Private Product (Admin-Only Access): Enable this setting to restrict product access to admin users only. This setting overrides the public/private visibility options and ensures that only admins can view and manage sensitive product details, such as secret ingredients or proprietary information.
  Example: For a product containing a confidential formula, check this box to prevent regular users from accessing or viewing the product details. Only users with admin rights will have full access.
• Privacy: Choose between public (all employees) or private (select specific employees). For private products, use the pop-up to select employees, filter by branch, or choose an employee group for faster selection.
• Product Account Type:
  • Business:Indicates that the product is used for business operations or resale. It is crucial for tracking sales, revenue, and inventory.
  • Expense: Used for products that are considered expenses, such as office supplies or maintenance items. These are tracked for financial accounting and budgeting purposes.
  • Asset: Refers to products that are long-term investments or resources owned by the organization, used over multiple periods.
  • All: This option means the product can be used in any of the categories like business, expense, or asset.
  • Example: A computer could be recorded as an asset if it’s used for years, an expense if it’s bought for a specific project, or part of business operations if it’s resold.
• Product Division: Choose the division under which this product falls. The selected division can be used for applying discounts based on the product division and contact class combination. This selection is also used in BOMs and BOQs for line-item discounts.
  • Example 1:For a product in Division A, if Class A clients are eligible for a 10% discount, select Division A. When creating a transaction for a Class A client, the discount will automatically apply.
  • Example 2: In a BOM, if products under Division B have a 5% bulk order discount, selecting Division B ensures the discount is applied automatically.
• Product Alias Name: Enter alternative names or codes for the product, which can be used to reference the product differently across various documents. This is useful when the same product needs to be referred to by different names or identifiers for customers, vendors, or internal use. The alias will be used in documents such as quotations, invoices, purchase orders, and more, based on the context.
  Example:
  For a product like “ABC Widget,” you could have the following aliases:
  Customer Name: “Premium Widget”
  Internal Code: “Widget-123”
  Vendor Name: “Supplier Widget”
• Product Short Description: Enter a brief description of the product. This description will be automatically fetched and displayed in sales and purchase transactions such as quotations, invoices, orders, and purchase orders.
  Example: For a product like “Wireless Mouse,” the short description could be: “Compact wireless mouse with ergonomic design, 2.4 GHz connectivity.” This description will appear in relevant transaction documents like quotes and invoices.