Managing Products

This guide covers how to create products in Ayiza, assign them to company codes, set up pricing, and configure the GL account mappings that drive automatic account determination on invoices.

Creating a new product

To create a new product:

1. Navigate to Master Data > Products & Services.
2. Click Create.
3. Fill in the required fields:
   • Product code -- a unique identifier (up to 20 characters). Choose something meaningful, such as CONS-001 or SVC-AUDIT.
   • Category -- select a product category to group the product (e.g., "Office Supplies", "Professional Services").
   • Main unit of measure -- the primary unit for this product (e.g., Each, Kilogram, Hour).
   • Name -- a descriptive name for the product. Names are maintained per language.
4. Set the product flags:
   • Purchasable -- enable if you buy this product from suppliers.
   • Sellable -- enable if you sell this product to customers.
   • Is Service -- enable for services rather than physical goods.
5. Optionally fill in:
   • Purchase unit of measure -- if you buy in a different unit than the main unit (e.g., you track in "each" but buy in "box").
   • Sales unit of measure -- if you sell in a different unit.
   • External product code -- a code from an external system for reference.
6. Click Save.

Setting up units of measure

Units of measure are defined in Configuration > Core > Units of Measure and are shared across all products. Common examples include:

Code	Description	Category
EA	Each	Quantity
KG	Kilogram	Weight
HR	Hour	Time
M	Metre	Length
L	Litre	Volume
BOX	Box	Quantity
DAY	Day	Time

If you need a unit that does not exist yet, create it in the units of measure configuration before assigning it to a product.

Each unit of measure has:

• A code (up to 5 characters)
• A category that groups similar units (e.g., weight, time, quantity)
• An optional ISO code for international standardisation

Product categories

Product categories let you group related products for reporting, GL account determination, and general organisation.

1. Navigate to Configuration > Products > Product Categories.
2. Click Create.
3. Enter a code (up to 4 characters) and a name in each supported language.
4. Click Save.

Categories are also used in the GL account mapping. When Ayiza determines which G/L account to post to for a product, it uses the product's category together with its GL product group and chart of accounts.

Assigning products to company codes

Before a product can be used in transactions for a company code, it must be assigned to that company code.

1. Open the product record.
2. Go to the Company Code Assignments tab.
3. Click Add Assignment.
4. Select the company code.
5. Configure the assignment:
   • Purchase GL product group -- determines the expense G/L account for purchases.
   • Sales GL product group -- determines the revenue G/L account for sales.
   • Taxable -- whether this product is subject to tax in this company code.
   • Purchase tax code -- the default tax code for domestic purchases.
   • Sales tax code -- the default tax code for domestic sales.
   • Export sales tax code -- the tax code for export sales (if applicable).
   • Import purchase tax code -- the tax code for imported purchases (if applicable).
   • Country of origin -- where the product is sourced from.
6. Click Save.

Repeat for each company code where the product will be used.

tip

If most of your products use the same tax codes and GL product groups within a company code, consider setting up your GL product groups and tax codes first so you can select them quickly during assignment.

Setting up pricing

Prices in Ayiza are flexible -- you can define different prices per company code, currency, date range, and quantity bracket.

Adding a price

1. Open the product record.
2. Go to the Prices tab.
3. Click Add Price.
4. Fill in the details:
   • Company code -- which company code this price applies to.
   • Price type -- choose Net Price, Discount, or Rebate.
   • Amount -- the price amount.
   • Currency -- the currency for this price.
   • Unit of measure -- the unit the price applies to (e.g., price per kilogram).
   • Valid from -- when this price takes effect.
   • Valid to -- when this price expires (leave blank for an open-ended price).
5. Optionally set quantity ranges:
   • Minimum quantity -- the minimum order quantity for this price to apply.
   • Maximum quantity -- the upper limit (leave blank for unlimited).
6. Optionally select a business partner to make this a partner-specific price.
7. Click Save.

Price types

Type	Description
Net price	The standard selling or buying price for the product.
Discount	A reduction applied on top of the net price.
Rebate	A volume-based or period-based rebate.

Managing price changes

To update a price without losing history, create a new price record with a future valid from date and set the valid to date on the old record. This way, Ayiza will automatically switch to the new price when the effective date arrives.

GL account assignment for products

GL account assignments control which G/L accounts are used when a product appears on an invoice. This is a key part of the account determination process in Ayiza.

How it works

The mapping uses three pieces of information:

1. Product category -- from the product record.
2. GL product group -- from the company code product assignment (separate groups for purchase and sales).
3. Chart of accounts -- from the company code's chart of accounts.

Together, these three values point to a specific G/L account. This means you do not need to manually select a G/L account every time you add a product line to an invoice -- Ayiza looks it up automatically.

Setting up GL product groups

GL product groups are the bridge between products and G/L accounts.

1. Navigate to Configuration > Products > GL Product Groups.
2. Click Create.
3. Enter a code and a name.
4. Select the type -- this determines whether the group is used for purchases, sales, or both.
5. Click Save.

Setting up purchase cost GL accounts

Purchase cost GL accounts determine the expense account used when a product is purchased.

1. Navigate to Configuration > Products > Purchase Cost GL Accounts.
2. Click Create.
3. Select:
   • Product category -- the category of products this mapping applies to.
   • GL product group -- the purchase GL product group.
   • Chart of accounts -- the chart of accounts in use.
   • G/L account -- the expense account to post to (e.g., "Cost of Goods Sold" or "Direct Materials").
4. Click Save.

Setting up sales revenue GL accounts

Sales revenue GL accounts determine the revenue account used when a product is sold.

1. Navigate to Configuration > Products > Sales Revenue GL Accounts.
2. Click Create.
3. Select:
   • Product category -- the category of products this mapping applies to.
   • GL product group -- the sales GL product group.
   • Price type -- which price type this mapping applies to (net price, discount, or rebate).
   • Chart of accounts -- the chart of accounts in use.
   • G/L account -- the revenue account to post to (e.g., "Product Revenue" or "Service Revenue").
4. Click Save.

Example

Suppose you have:

• Product category: PROF (Professional Services)
• Sales GL product group: SVC01 (Consulting)
• Chart of accounts: UKCA
• G/L account: 400100 (Consulting Revenue)

When you add a product from the "Professional Services" category with the "Consulting" sales GL product group to a customer invoice in a company code using the UKCA chart of accounts, Ayiza will automatically post the revenue to G/L account 400100.

Setting up in the right order

For GL account determination to work correctly, set things up in this order:

1. Units of measure -- define the units you need.
2. Product categories -- create the categories to group your products.
3. GL product groups -- create the groups that link categories to accounts.
4. Purchase cost GL accounts and sales revenue GL accounts -- create the actual mappings.
5. Products -- create the products and assign them to categories.
6. Company code product assignments -- assign products to company codes with the appropriate GL product groups and tax codes.
7. Prices -- set up pricing per company code and currency.

Importing products from Excel

For bulk creation, you can import products from an Excel file.

1. Navigate to Master Data > Products & Services.
2. Click Import.
3. Download the template to get the correct column format.
4. Fill in your product data -- one row per product.
5. Upload the file and click Import.
6. Review any validation errors, correct your file, and re-import if needed.

You can also import related data in separate steps:

• Company code product assignments -- link products to company codes.
• Prices -- bulk-load pricing data.
• Product locations -- assign products to stock locations.

tip

Import products first, then their company code assignments, then prices. Each import step depends on the records from the previous step being in place.