My Products

The My Products option in the Stock menu is where you add and update information on your products and prices. 

Initially a list of existing products is displayed. In this list screen you can:

• Change the sort order of the list by clicking on a column header
• Use the search function to find a specific product, or to limit the list to show products that match specific criteria (for example, to list only products from a particular supplier and/or in a particular product category)
• Create a new product
• Select an existing product from the list to display its details

Once you have selected or created a product, the product details screen will enable you to:

• Update the product details
• View and add child products, or go to parent and sibling products
• View, update and add prices

Note: After setting up your products and prices, you can print a product price list by selecting Maintenance Reports from the Reports menu.

Product List Adding a New Product Product Details Details Prices Products Sold by Weight Top

The Product List - Searching and Sorting

When you select My Products from the Stock menu, a list of existing Products is displayed.

Searching

• To filter the product list, enter any combination of the search terms:
  • Product Name, Code, BarCode, Supplier Product Code: Filter for all products containing your search term in one of the fields
  • Supplier: Select a supplier from the drop-down list of your suppliers
  • Category: Select a product category from the drop-down list
  • Out of Stock Only: Tick this option to include only products marked as Out of Stock
  • Show Inactive: Tick this option to include inactive products in the list
• Click Search to list products that match all your search criteria
  
  
• Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.
  
• To select a product and display its details, click anywhere on the product in the list
• The lock icon indicates that item is a supplier product (a product from your main supplier or other standard supplier, added using Add From Supplier)

Sorting

• Click on a column heading to sort the products by that column
• Click the heading again to sort in reverse order

Adding a New Product

New Products can be added from the product list or from the product details screen of an existing product.

Adding a Product from your Main Supplier or a Standard Supplier

• Standard Suppliers provide a list of products to EasyVend
• Click Add From Supplier
• If you have more than one Standard Supplier, select the supplier from the drop-down list
• The Supplier Product List window is displayed
  • Products you have already added do not appear in the list
  • To search for a product:
    • Type the beginning of a Supplier Product Code or a partial Product Name in the search box
    • Click the  search icon
• Select a product by clicking the +
  • If a product from this supplier is missing from the list, and you are certain you have not already added it to your product list, please contact JealTech support to arrange for the product to be added
• The product details screen for the selected product is displayed with most of the information already filled in
• Enter the remaining product details
• Click Save Changes
• The Pricing tab will now be visible for the new product
• Add pricing details for the product and save your changes
  
  
• Child Products: If the supplier has created a parent product with child products attached, add the parent product first. Once the parent has been added, you can then add each of the children you wish to include in your product list.

Adding a Product from another Supplier

• For Other Suppliers (non-standard suppliers), product details must be entered manually
• Click Create New 
• The New Product tab is displayed
• Enter the product's details
• Click Save Changes
• The Pricing tab will now be visible for the new product
• Add pricing details for the product and save your changes

Adding a Child Product

• "Child" products share the same pricing as the "parent", so you don't need to enter separate pricing for the child
  • For example, you add a product "500ml Super Flavoured Milk" and complete all its pricing details. You can then add a child product for each of the flavours ("500ml Super Chocolate" etc).
  • Customer orders are created for the individual products, but you have the option of grouping the "family" to give a single total when printing dockets, invoices and various reports.
• Child products may be indicated by using decimal places in the Product Code, but this is not mandatory. For example, if the parent is Product Code 10, the children may be 10.1, 10.2 etc, or they may have entirely different product codes.
  • When adding a child product, EasyVend will attempt to allocate a Product Code using the next available decimal point, based on the parent's Product Code
    • You can change this default code to suit your numbering preferences
    • If the last decimal point (e.g. 10.9) is already in use, the default numbering will wrap around (e.g. to 10.1); if that Product Code is already in use, you will be warned when you attempt to save the new child product and will need to assign an unused Product Code to the new child
    • If the Product Code of the parent product has a decimal point, the Product Code of the new child will be left blank for you to fill in
• To minimise the amount of data entry when adding a child product, most details are are carried over from the parent to the child; if required, you can edit the default Product Code and carried-over values for fields such as Supplier, Category, Barcode, Units per Crate, Literage, Reserve, Size (UOM), and Weight
  
  
• Open the parent product's details screen
• Click Add Child Product
  • Not available for supplier products, or for products that are already children of another product
    • Suppliers can set up child products; when using Add from Supplier to add a product, you must first add the parent and then use Add from Supplier to add the children.
• Enter a Supplier Product Code, Product Code and Product Name for the child, and update any details carried over from the parent as required
• Click Save Changes
• Once saved:
  • The child's Pricing tab will display the same Prices as the parent product
    • Prices cannot be changed in the child product; updating or adding prices must be done in the parent
  • The child's Details tab will display:
    • Parent Product:
      • Click on the name of the parent to display the parent in a new browser tab
      • If you find you accidentally added the child to the wrong parent, click Edit to select a different parent for this child
    • Sibling Products:
      • Click to display a window listing this child's siblings (the other children of the same parent, if any)
      • In the Sibling Products window, click on the name of a sibling to display that product in a new browser tab

The Product Details Screen

When you select a product from the Product List, the Product Details tab allows you to view and update details for that product and its prices. 

• For Supplier Products from a Standard Supplier:
  • Some product details may not be editable by you because certain non-editable details are maintained by the supplier
  • Prices can be updated by you
• For Vendor Products from a Non-Standard Supplier:
  • All product details and prices are maintained by you
  • The supplier of a vendor product can be changed, but only to another non-standard supplier

In addition, from the details screen you can:

• Previous and Next: Use these options to move move back and forward through products in the list and view their details
• Add From Supplier: Click to add a product from a Standard Supplier
• Create New: Click to add a new product from a supplier other than a standard supplier
  
  • If you wish to create a new product that is the child of a current product, do not use this option. Instead, go to the parent product and use Add Child Product.

Product Details

• Add Child Product: Not available for supplier products, or for products that are already children of another product
  • Suppliers can set up child products; in the Add from Supplier window, child products are listed under the parent. The parent product must be added first. Once the parent as been added to your products, the child products are available to add from the Add from Supplier window.
• Mark Inactive or Mark Active: Click Mark Inactive to make a product inactive; click Mark Active to re-activate the product.
  • Inactive products are not available for selection when:
    • Creating orders in EasyVend
    • A customer is creating an order via your online ordering portal or the EasyVend Order app
• Save Changes: Save changes made to product details
  
  

• Supplier: The supplier from whom you purchase this product.
• Supplier Product Code: The product code used by the supplier to identify this product; used for placing orders to purchase this product from the supplier.
• Product Code: The Supplier Product Code can be used here, or enter your own numeric code, or use the EasyVend default
  • Must be unique
  • Usually a shorter code is used to help improve speed of data entry whilst entering orders
  • As the product list and sales reports can be sorted by Product Code, it can be used to used to control the order in which products are shown
• Product Name: A descriptive name for the product, usually as the supplier names it; maximum 80 characters.
  • Also consider where and who will be selecting the product and their knowledge of the product: do they need size and flavour to show first?
  • The length of the name displayed on the MiniVend hand held device and online ordering apps could also influence the way it is named.
• Product Type
  • Item Product: Default. Standard product for sale to customers.
  • Container: Allows the product to be assigned as the Container for an Item Product for tracking a customer's Container Balance.
• Brand: The brand name for the product. This is displayed and can be filtered on in E-Commerce Websites
• Category: Select from the list of your product categories.
  • A category is a descriptive name used for grouping products on the online ordering website, and for sales analysis. Examples would be: White Milk, Flavoured Milk, Cheese, Cream, Fruit Juice, Soy Products etc.
  • Your product categories are set up in General Settings
• Barcode: Barcodes are for the user's reference, allowing them to confirm a product is the correct one.
• Picking Location: Select from the list of picking locations, or type in a location if it is not in the list
  • The list of picking locations can be set up in General Settings
  • Typing in a location that is not in the list will NOT add it to the list 
  • If you assign a picking location to each product, you can then go to Run Reports each day and print a Run Sheet For Picking Report
    • Note: When printing the Run Sheet for Picking Report, only picking locations added in the Picking Location list in General Settings can be used to filter the report by picking location. If a product has a picking location that is not in the list, the picking location will display in the report but you cannot filter for that location.
• Photo: Optionally add a product photograph
  • Upload: Click to select a photograph from your computer and upload it
    • Images must have a file type of jpg, jpeg, or png
    • The recommended image size is 600px * 600px
  • As in Supplier: If your supplier provides product photos, click this option to use the supplier's image
  • Delete: Delete your uploaded image
  • Note: If you have subscribed to the Online Website module of EasyVend:
    • Product photos can be displayed on the product and ordering pages of your website, and in the EasyVend Orders app.
    • The Show Photo Column in General Settings - Website Settings allows you to control whether or not photos are displayed. 
• Units per crate: Enter the number of single units contained in the supplier's crate or box if the product is sold singly.
  • This is used to calculate how many crates or boxes are needed from the supplier to fill a customer order or depot order. The number of whole crates/boxes and loose items are then displayed on Run Sheets and delivery dockets, and in the depot order screen.
  • Do not use this when selling a product by the box
• Display Sequence: If you have subscribed to the the Online Website module of EasyVend, Display Sequence can be used to change the sequence in which products are listed on your website.
  • When adding a product, if you do not specify a Display Sequence, EasyVend will attempt to use the vendor product code as the Display Sequence number:
    • Decimal places in the product code are ignored
    • If the product code is too large (greater than 2147483647), Display Sequence will be set to zero
• Literage: For liquid products such as milk, enter the number of litres per unit. For example, 500ml milk is entered as 0.5.
  • The total litres will be displayed on Sales Reports.
• Reserve: Enter the quantity you require to have on hand for each product (e.g. in case of damaged goods or additional sales), over and above the quantity required to fulfill customer orders.
  • The Reserve quantity is used when calculating order quantities for a Depot Order
• UOM: Unit of Measurement is used to describe how the product is priced and sold.
  • Examples: Litre, Kilogram, Pack of 6, Twin Pack, Unit, Box 
  • Usually the product description also contains this information (e.g. 2 Litre Light Milk, Ham per Kilo, Pack of 6 mini fruit juice)
• Size: Used to describe the size of the Unit of Measurement
  • Example: The UOM may be 'Carton', and the Size may be '10Kg'
• Gross Weight: For products sold by weight, enter the weight of each sale unit
  • For example, if you have cheese priced at $20 per kilogram, enter a Size (UOM) of Kilogram and a Gross Weight of 1.
    • If you sell 2.5 kilograms, in the customer order you would enter a quantity of 2.5, giving a total selling price of $50.
    • If you sell 400gm, in the customer order enter a quantity of 0.4, giving a selling price of $8.
  • See Products Sold by Weight below
  • Total weight is shown on run sheets and load summaries to help avoid overloading trucks.
• Tax Exempt: Tick this if no GST applies to the product.
• Whole Crates Only: Tick this box to force rounding up to the next whole crate when ordering the product from the supplier.
  • Used in conjunction with Units per Crate
    • Example: If the product has units per crate is set to 12 and 40 are required to fulfil customer orders, or 40 is manually typed in as the depot order quantity, EasyVend will automatically change the order quantity to 48 (4 whole crates) if Whole Crates Only is ticked.
  • Note that this rounding to the next whole crate only applies when ordering from your supplier depot; it does NOT apply to customer orders when selling the product.
    • For enforcing whole delivery crates/boxes in customer orders, see Order Crating/Box below.
• Date Last Sold: Displays the date of the last customer order for this product
  • Includes orders (including future orders) where the product has a quantity greater than zero (zero/blank quantities and credits are not included)
  • Excludes cancelled orders
• Active: Displays whether this product is active and available for selection when placing orders
• Out of Stock: Tick this option if a product is temporarily unavailable. When ticked:
  • If you add the product to a customer order, the quantity field will be highlighted and an 'Out of Stock' warning message will be displayed
  • If you have an online website:
    • The product will be displayed on your website with an 'Out of Stock' message
    • In the online order portal and the EasyVend Orders app, when a customer creates an order, the quantity field for the product will be disabled and the customer will see an 'Out of Stock' message
• Order Crating/Box: The quantity in a crate/box for delivering customer orders when Order Whole Crate is enforced for a customer placing an online order via your website or the EasyVend Orders app.
  • Leave empty if you do not wish to enforce ordering of whole crates for this product
  • If you enter a quantity here AND the customer has Order Whole Crate ticked in customer Options:
    • The customer's online order quantity for this product must be in multiples of the crating/box quantity; if the customer enters a quantity that is not a multiple of the Order Crating/Box quantity, it will be automatically rounded up to the next whole crate/box
    • Ordering of whole crates/boxes will also be enforced when entering a quantity for this product in the customer's Standard Order
  • The quantity in an Order Crating/Box for delivering orders to customers may be different from the Units per Crate you receive from your supplier
  • See Ordering and Delivery of Whole Crates/Boxes in the My Orders documentation for more information on setting up this option
    
    
• Search Keywords: Key search terms for this Product. Add additional keywords that customers can use to search for the product on E-Commerce Websites.
• Is Featured Product: Whether the product should appear in the Featured Products slider on E-Commerce Websites.
• With Container: Set the Container for the product if you need to track customers' balance for returnable containers.
• Web Description: Long description for the Product that can be formatted. This will be used for an upcoming update to Order Websites.
• If this is, or can be, a parent product:
  • Child Products: Displays a window listing any products attached to this product as a child product
    • In the Child Products window, click on the name of a child to display that product in a new browser tab
• If this is a Child Product:
  
  • Parent Product: Click on the link in the name of the parent product to display the parent in a new browser tab
    • Edit: Click Edit to select a different parent for this child
  • Sibling Products: Displays a window listing this child's siblings - the other children of the same parent, if any (this is a single-parent household)
    • In the Sibling Products window, click on the name of a sibling to display that product in a new browser tab

Prices

Each product in EasyVend can have many price records for different periods of time. For example:

• The first price record for 1 litre milk may be effective from 01/07/2020
• On the 21/08/2020, the price of 1 litre milk increases (or decreases) and a new price record effective from 21/08/2020 is added
  
  
• EasyVend will use the prices in the first price record for all deliveries from 01/07/2020 to 20/08/2020. For deliveries on 21/08/2020 onward, the price list effective from 21/08/2020 will be used to determine the selling price (until another price record is created).

On the left of the product details screen, existing prices are listed with the most recent (current) price at the top. You can click on a date to display the prices for that date range, or click Add Price to add a new price record.

Within each price record, you can have up to 25 Price Levels for different types of customer (Supermarket, Retail, Trade etc). These Price Levels are set up in General Settings.

Recommendations: To decrease the amount of work needed when price changes occur, we recommend:

• Whenever possible, set up your price levels so you can tick Auto Update for each price level. This means you then only have to enter new cost and list prices for each product; the selling price for each price level will be automatically updated, based on whether you have nominated a % or $ adjustment to the cost/list price.
• If pricing for your customers is too variable to use Auto Update:
  • Use as few price levels as practicable; this reduces the number of price levels that need to be updated when there is a price change
  • Consider using only one price level such as List Price or a standard price. This price level is used for all customers. You can then to use Standard Orders in the customer screen to adjust prices on a per customer, per product basis as needed. These adjustments can be a percentage or a dollar amount, based on the customer's price level. When you update the price level, the customer's prices are are also updated automatically.

Add a New Price

• Select My Products from the Stock menu, or click My Products in the Dashboard
• Select the product from the Product List to display the details screen
• Click Add Price
• Enter the basic details for the new price:
  • Starting Date: The date on which the new price will take effect
  • Cost (Ex GST): Enter the new Cost Price (excluding any GST and CDS fee that applies)
    • Initially, cost and list prices from the most recent existing pricing record are shown to enable comparison; just type in the new prices
  • List (Ex GST): Enter the new List Price (excluding any GST and CDS fee that applies)
  • GST Rate: Display only; whether GST applies depends on whether Tax Exempt was ticked for this product
  • Subject to CDS: Tick this option if the Container Deposit Scheme applies to this product for this price period
    • To enabled the CDS and set the amount of deposit on each item, select General Settings from the Settings menu and then select the General Settings tab. 
• Price Levels are listed under the price details. Adjust the selling price for each price level if required:
  • For price levels that have Auto Update ticked, the selling price will have been automatically updated based on the new cost or list price, using the adjustment percentage or amount specified for that price level
  • For price levels without Auto Update ticked, manually type in the new selling price 
    • You can enter either the selling price before GST and CDS, or the selling price including GST and CDS (if any); the other price will be calculated automatically
  • See General Settings for information on setting up your price levels
• Click Save Changes

Products Sold by weight

For products sold by weight, the weight of each sale unit is entered in the Gross Weight field. For example:

• If you have cheese priced at $20 per kilogram, enter a Size (UOM) of Kilogram and a Gross Weight of 1.
  • If you sell 2.5 kilograms, in the customer order you would enter a quantity of 2.5, giving a total selling price of $50.
  • If you sell 400gm, enter a quantity of 0.4 in the customer order, giving a selling price of $8.

If the weight picked varies from the ordered amount, you would usually update the customer order to match the quantity actually picked and delivered.

However, it is not always possible to update the order. For instance, orders cannot be changed when:

• You have already invoiced the customer for the order, or
• The customer placed the order and paid for it online
  • When the customer pays for an order online, an invoice is automatically generated and the order cannot be changed

When the order cannot be changed to reflect the weight actually picked, you can create a new adjustment order for the product.

For example:

• A customer places and pays for an online order for 1.5 kg of cheese
  • Paying for the order generates an invoice for it
• The picked weight of cheese is 1.4 kg
• To create an adjustment for the difference between the weight ordered and invoiced, and the weight picked and delivered:
  • Create a new order for the product and enter a quantity of -0.1 to reflect the difference
    • When entering a negative quantity, you will need to select a Return Reason
    • If you do not already have a suitable return reason such as "Picking Variation", you can add one in Return Reasons in General Settings
  • Invoice this new order
  • Because this invoice is for a negative amount, a credit note is created. This credit note can be offset against the customer's next order.
    
    • See Invoices and Credit Notes for information on credit notes and adding a receipt for $0 to offset a credit note against an invoice