FAQ: Product Lines & Holding

How many product lines can my company have?

Most systems do not have a hard limit on the number of product lines a company can own. However, for performance reasons, companies with more than 10 product lines may experience slower report generation or slightly longer load times. Ask your administrator if you are planning to add many product lines, as they may recommend data archiving or optimization.

Can I transfer inventory between product lines?

Inventory cannot be transferred directly between product lines using a standard inventory move. Instead, process the transfer as a sale from one product line to another—one product line ships the goods (creating an outbound invoice), and the other product line receives them (creating a purchase order or receipt). This generates an inter-product-line transaction that is reflected in both product lines' financial records.

Can I create an invoice for a customer using multiple product lines?

No, each invoice belongs to one product line only. If you want to bill a customer for products from both the pharmacy and the clinic, you must create two separate invoices—one from each product line. Both appear on the customer's statement, and both are included in consolidated reports. If your workflow typically requires multi-product sales, ask your administrator about setup options.

Do consolidated reports include deleted or archived documents?

By default, consolidated reports include only active, non-deleted documents. If a document was soft-deleted (archived) in one product line, it does not appear in the consolidated report. Permanently deleted documents also do not appear. If you need to include historical data, ask your administrator about report filters or data recovery options.

Can I give a user access to only one product line?

Yes. When your administrator creates or edits a user account, they can select which product lines that user has permission to access. A user assigned to only the pharmacy will only see the product switcher for the pharmacy; they cannot switch to the clinic. This is useful for protecting sensitive data (e.g., clinic staff should not see pharmacy inventory).

How do exchange rates work in a multi-product holding?

Exchange rates are company-wide, not product-line-specific. If your company trades in AFN (Afghan Afghani) and USD (US Dollar), the exchange rate between them is the same everywhere. When an invoice is created in USD in the pharmacy and another in USD in the clinic, both are converted to the reporting currency using the same rate. If exchange rates change, all product lines use the updated rate on new transactions going forward.

If I invoice a customer in one product line, can they see invoices from other product lines?

That depends on whether your company has a customer portal. If enabled, the customer sees all invoices and bills issued to them across all product lines under the company. The system groups them by product line or date, so it is clear where each transaction came from. If disabled, customer visibility is typically limited to product-line-level reports. Ask your administrator for details on your customer portal setup.

What happens if two product lines use different chart of accounts?

This is not recommended. If the pharmacy uses account 400 for "Sales Revenue" and the clinic uses account 401 for the same thing, consolidated financial reports may show them on separate lines, making it hard to see total revenue. For meaningful consolidated reports, your company should standardize the chart of accounts across all product lines—use the same account numbers and names everywhere. Your administrator can set up templates or copy the chart from one product line to another during setup.

Can I run a report for just one product line from within a consolidated report?

Typically, no. Consolidated reports are aggregated across all product lines. If you want a single-product-line report, switch to that product line in the product switcher and run the report from its own Reports menu. Single-product reports are faster and provide more drill-down detail than consolidated reports.

How do user permissions work across product lines?

Permissions are mostly company-wide. If a user has the "Invoice Approver" role, they can approve invoices in any product line they have access to. However, some roles can be restricted by product line—for example, an administrator might grant "Warehouse Manager" permission only to the pharmacy, not the clinic. Ask your administrator to clarify permission scopes for your company.

If a product line has no activity, does it still appear in consolidated reports?

Yes, product lines with no activity (zero transactions) still appear in consolidated reports. They may show as zero or blank lines. This is intentional—it ensures the report structure is consistent across reporting periods. If you want to exclude inactive product lines from reports, ask your administrator about advanced report filtering.

Can I merge two product lines?

Merging product lines is not a self-service operation. If you need to combine two product lines (e.g., because two departments merged), contact your administrator. They will need to assess your data, possibly archive one product line, and re-assign accounts, contacts, and users as needed. This is typically a one-time data operation.

What if I accidentally delete a document in the wrong product line?

Documents are soft-deleted first (marked as deleted but retained in the database for audit purposes). Contact your administrator or manager immediately—they may be able to recover the document by un-deleting it. Unrecoverable permanent deletion is rare and requires special access. Act quickly; recovery is easier within 24–48 hours of deletion.

How often should I generate consolidated reports?

That depends on your business needs. Many companies generate consolidated reports:

• Monthly: for management review and month-end close.
• Quarterly: for tax or regulatory filings.
• Annually: for audits and strategic planning.

Ask your manager or finance team how often your company needs consolidated reports, and set a recurring schedule (many systems allow you to schedule reports to generate and email automatically).