Categories, products, price categories

Purpose

  • Set up the product catalogue so sales, purchases, and warehouse documents can pick an item code.
  • A category (stock group) is required on every product. Price categories and item types are optional grouping lists.
  • This chapter is masters only. Quantity moves on sales and purchase documents, or on Product Documents. Month-end value for profit and the balance sheet is Maintain Stock Value.
  • Premium and Accountant open the full product form: UOM, customer and supplier prices, opening quantity, barcodes. Basic and Plus open a shorter Maintain Product form.
  • Locations, Product Documents, and inventory reports are Premium. See Locations and Inventory reports.

Menu path

  • Category (stock group): Inventory → Maintain Category. New, or double-click a row.
  • Product: Inventory → Maintain Product. New Product, or double-click a row.
  • Price category: Inventory → Maintain Price Category. Needs priceCat_new.
  • Item type: Inventory → Maintain Item Type. Needs itemType_new.
  • After New or Edit, Basic and Plus open Maintain Product. Premium and Accountant open the full stock-item form.

Assistant

  • On AI Agents, open Customers, suppliers & stock.
  • Add stock, Add product, or Create stock item — a new product. The short form uses the same fields as Maintain Product.
  • Edit stock item or Edit product — select a product, then edit those fields.
  • Chat can create a General category if the company has none, so Category is not empty.
  • There is no wizard for category, price category, item type, CSV import, or the full Premium tabs (UOM, opening qty, barcodes). Ask “how to add a product” or “how to maintain category” for this chapter.
  • Do not type “how to add stock” if you want the live wizard. Add stock creates a product, not month-end stock value.

Before you start

  • The company plan includes inventory. Use Premium for locations, stock documents, and stock reports. See Company.
  • Special stock accounts exist if you will value stock on the books. See the chart of accounts and Maintain Stock Value.
  • Default Sales, Cash Sales, Purchase, Cash Purchase, and return accounts on Account Setup, so a new category can copy them.
  • At least one Category before you save a product, or let chat create General.
  • Tax codes if the item charges or claims SST. See Maintain Tax.
  • A price category if customers require it.
  • Locations if you will enter opening quantity by warehouse.

Category

  • Inventory → Maintain Category.
  • Click New Stock Group (file-plus), or open a row.
  • Enter Code and Description. Leave Active ticked.
  • Under Sales Account, set Sales Account, Cash Sales Account, and Sales Return Account. Defaults come from Account Setup.
  • Under Purchase Account, set Purchase Account, Cash Purchase Account, and Purchase Return Account.
  • Click Save.
  • On the listing, open a row to edit. Untick Active to hide the category from new products and keep the history.
  • Sales and purchase documents use these accounts when the line has this category’s item, unless you override the line Account.

Product listing

  • Inventory → Maintain Product.
  • Optional Category. Choose Active, InActive, or All.
  • Click Search (F9) (magnifying glass). Rows group by category.
  • Columns include code, name, tariff, cost, price, Bal Qty, and Active.
  • New Product (file-plus) opens a blank form. Double-click or Edit opens the selected row.
  • Dust-bin Delete asks you to confirm, then removes the product if it is not in use.
  • File-import uploads a CSV of products. A sample is in the import window.

Product — Basic, Plus, and Assistant

  • New Product, or Add stock in chat.
  • Tick Active. Enter Product Code and Product Name. Both are required.
  • Optional Product Description.
  • Select Category. It is required. Optional Product Type (item type).
  • Base UOM. For MyInvois: E-Invoice UOM and Classification Code. Optional Tariff Code.
  • Tick I sell this item to enter Unit Price and sales Tax.
  • Tick I purchase this item to enter purchase Unit Price (cost) and purchase Tax.
  • Click Save. In chat, Submit or Save on the form.
  • Chat does not capture Premium tabs (opening qty, extra UOMs, customer prices). Finish those on Maintain Product on the Premium form.

Product — Premium and Accountant

  • Listing → New Product. This opens the full form.
  • Header: Code, Name, Description, Base UOM, E-Invoice UOM, Active, Category, Item Type, Cost, Price, Classification, Costing Method. Code, Name, Category, and Price are required. Manage Stock appears on some plans — tick it if this item should move quantity.
  • General tab: Tariff Code, Output Tax, Input Tax, shelf, reorder level and qty, lead time, note.
  • UOM tab: Sales UOM, Purchase UOM, and Stock UOM are required. Extra units in the grid: UOM, Rate, Cost, Price, min and max.
  • Cust.Price and Supp.Price: price tag or company, plus qty, UOM, and unit price.
  • Opn.Bal: opening quantity by Location, optional project, cost, and qty. This is quantity, not month-end value on Maintain Stock Value.
  • Cust.Item and Supp.Item: their item code and description for this product.
  • Bar Code: barcode and UOM.
  • Attachment: upload files. The toolbar paperclip also uploads.
  • Click Save. Print PDF from the product toolbar if you need a product sheet.

Price category

  • Inventory → Maintain Price Category.
  • New. Set Code, Description, and Active. Save.
  • Assign the code on Maintain Customer so that customer uses this price list. Product Cust.Price rows can key off the Price Tag.

Item type

  • Inventory → Maintain Item Type.
  • New. Set Code, Description, and Active. Save.
  • Pick it on the product. Inventory reports can filter by item type.
  • Untick Active to hide a price category or item type from new work.

What to create first

  • Any product. Category, then Product.
  • Different selling prices by customer group. Price Category, then the customer and Cust.Price.
  • Report filters such as finished goods and raw materials. Item Type on the product.
  • Opening quantity by warehouse. Location, then product Opn.Bal.
  • Stock on profit and the balance sheet. Maintain Stock Value, then Save on opening balance.
  • A line on a quote, invoice, or goods received note without an Item Code is a free-text description. It does not move stock.

If something goes wrong

  • Cannot save the product because category is empty. Create Maintain Category first, or use Add stock so KinraSoft can add General.
  • Price Category Not Setup. Create a price category here, then pick it on the customer.
  • New Product opened a short form. The plan is Basic or Plus. Premium adds UOM tabs, opening qty, and locations.
  • Inventory, Price Category, or Item Type is missing from the menu. The role lacks stkItem, priceCat_new, or itemType_new. See Users, groups, and roles.
  • Chat saved a product and opening qty is empty. Enter Opn.Bal on the Premium product screen.
  • Bal Qty stays zero after a purchase. The line had no Item Code, or you used Product Received and a goods received note or invoice for the same qty. See Product Documents and Goods Received.
  • You wanted month-end stock on profit and loss. Use Maintain Stock Value. Add stock creates a product.
  • Duplicate code. Choose an unused Product Code.
  • Cannot delete the product. It is used on a document. Inactivate it.

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