Products in Version 2023_2

What Are Products & How to Use Them

Required User Rights

To be able to use these operations, you’ll need the following user rights:

• 3502 Menu – Products

About Products

Usually, products are the line items that are visible in invoices. Products have a code and a description. Pricing is connected to products. Products can represent intangible services or physical goods.

 

Figure 1: Management menu in Products

 

A product always belongs to a product category. Product categories must always be made before products. Depending on what you offer, you may want to use several product categories. For example, you may want to have recurring fees, transaction fees, licenses, and professional services in their own categories. This depends on your requirements - categories can then, for example, be used in separating products into invoices or in reporting.

 

Figure 2: Products Tree

 

The Products dashboard shows all the products organized by product category (see Figure 2). The product dimensions or prices are not shown in this dashboard.

Dimensions

After adding a product, you will be able to edit its dimensions. Dimensions are records directly tied to the product. Dimensions are used for two main purposes:

1. Storing the product descriptions and product group descriptions
   • If you need to show the product description in invoices in the customer’s language, you don’t need to add new products. Simply edit the Description in the respective language dimension i.e., the Finnish or the English dimension, and press Save. Then, in Organization Tree > [Client Name] > Edit Organization > Invoice Settings, define the Invoicing Language for the customer. The value in Description is then populated into invoice lines in the correct language. By default, all languages get the product description that is given when creating a product.
2. Storing accounting dimensions of the product
   • If you need Good Sign to make accounting dimension assignments to invoice lines, by default, they go to invoice lines from the predefined Finance dimension. You can find it from the drop-down Dimension menu next to Description. Enter the debit (DB Account) and credit (CR Account) account information and cost centers to respective fields of the finance dimension. By doing this, invoice lines will get the account information by default. Typically, the Credit Account is the revenue account in the profit & loss statement, and the Debit Account is the accounts receivable account in the balance sheet.

In addition to these, dimensions can be used for reporting and other purposes.

Add Product Category

1. To make products, you first need to make the product categories. To do so, follow these steps: Go to Products in the Products and Prices drop-down menu
2. Choose Add Product Category from the Management menu (see Figure 1)
3. Optionally, give the product category a Category ID (will be allocated automatically, if left empty)
4. Give the product category a Description (name)
5. Choose Visibility Yes
6. Press Save
7. Close window

Add Product

1. Once you’ve created the product category, you can add a product. Go to Products in the Products and Prices drop-down menu
2. Choose Add Product from the Management menu (see Figure 1)
3. Select the desired Product Category, a unique Product Code, Product Description, and Validity
4. If you wish to reset the information, press Reset
5. Press Save
6. If you wish to edit Dimensions, press the Dimensions tab and choose the dimension you wish to edit
   1. If you wish to delete a dimension, press Remove
   2. If you wish to start over, press Reset
7. Close the window

Edit Product

1. When you wish to edit a product that you have previously made, follow these steps: In Products, choose the product you wish to edit
2. Choose Edit Product from the Management menu (see Figure 1)
3. If you wish to edit Product Parameters, press Product Parameters and choose the parameter you wish to edit. Note! Depending on your Good Sign configuration, this tab may also be empty.
4. If you wish to edit Dimensions, press the Dimensions tab and choose the dimension you wish to edit
   1. If you wish to delete a dimension, press Remove
   2. If you wish to start over, press Reset
5. Press Save
6. Close window

Copy Product

1. In Products, choose a product you wish to copy
2. Choose Copy Product from the Management menu (see Figure 1)
3. A copy of the chosen product will open
4. Change the Product Code
5. Press Copy
6. Make the rest of the desired changes to the product
7. Press Save
8. Close window

Copy Product to Customer

This is a very specific functionality, that requires additional configuration to be utilized.

Delete Product

When deleting a product, it matters whether the product has charges or not. Here are the different scenarios and how to do them:

Product with Charges

1. Close the Delete Product window and choose Edit Product from the Management menu
2. Change the Valid To date to when the product will expire
3. Press Save
4. Close the window

Product without Charges

1. In Product Details, choose a product you wish to delete
2. Choose Delete Product from the Management menu (see Figure 1)
3. Make sure you have the right product and press Remove
4. Press Yes to confirm the deletion

 

Figure 3: Error when deleting a product

Product Details

In Product Details, the products are organized the same way as in Prices by Product (see Figure 2). However, the information within the products is different. In Product Details, you can see all the different dimensions of each product i.e., products with different languages printed on them. Note! Product parameters can be used to store additional metadata parameters to products in special use cases

Product Details has the same functionalities as Products. You can use this guide for Product Details as well.

 

Figure 4: Management menu in Product Details