Creating a product

Creating a product is the first step in building your inventory system. Whether you sell physical goods or manage stock levels for operations, products form the foundation of your purchasing, sales, and inventory tracking.

Before you start

• You must have Admin permissions or have been granted the Product Create permission
• Know the product's code (SKU), name, and pricing (cost and sale price)
• Decide whether it will be tracked as an inventory item (with stock levels) or just a record
• Have unit of measurement information ready (pieces, kilograms, meters, etc.)

Steps

1. Go to Products → All Products and choose the New Product button. Open in Usystems

2. Under the Basic Information section:

   • Enter a Code — a unique identifier for the product (e.g., SKU-1001). This is required.
   • Enter the Name — what you'll call this product (e.g., "Steel Pipe 1-inch").
   • Choose a Product Type. For a normal stocked item, choose Inventory Product. (See "Product types explained" for other options.)
   • (Optional) Add a Description to clarify what this product is or when to use it.

3. Under the Pricing section:

   • Enter the Unit Cost — what you pay suppliers for one unit.
   • Enter the Sale Price — what you charge customers. You can set different prices later per contact if needed.
   • Leave Currency as your default unless you specifically trade this product in another currency.

4. Under the Units & Inventory section:

   • Choose a Unit of Measurement (e.g., "Piece", "Kilogram", "Meter"). If your unit isn't listed, ask your admin to add it in Settings.
   • For Inventory Tracking: choose Yes if you want to track stock levels in a warehouse; choose No if this is just a reference product.
   • If you chose Yes, select a Default Warehouse where this product's stock will normally be stored.

5. Click Create Product to save.

Accounting impact

When you purchase this product, the cost you entered becomes the basis for your Cost of Goods Sold (COGS) in accounting. The sale price is used to calculate profit on invoices. These values are stored with the product but can be overridden on individual documents if needed.

Tips & common mistakes

• Make the code unique and memorable — you'll search by code often. Use a format your team understands (e.g., "PAINT-RED-1L" for a 1-liter red paint tin).
• You can edit or deactivate products later — don't worry if you get the price wrong initially; just open the product and update it.
• Inventory Tracking is about warehouse management — turning it on means the system will warn you when stock runs low. Turn it on for physical goods you keep in a warehouse; turn it off for consumables, services, or one-time-purchase items.
• Units of Measurement are locked once you use the product in a transaction — add all units you might need in Settings before you start creating products that depend on them.

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