Products & Services
Ayiza's product master data lets you maintain a catalogue of everything your organisation buys and sells. Whether it is a physical product, a professional service, or a subscription, each item is represented by a single product record that can be used across purchasing, sales, and accounting.
What is a product?
A product record describes something your organisation deals in. It can be a tangible good (e.g., office supplies, raw materials) or an intangible service (e.g., consulting hours, software licences). Every product has a unique code, a description, and a set of properties that control how it behaves across the system.
Key fields
| Field | Description |
|---|---|
| Product code | A unique identifier for the product (up to 20 characters). |
| Name and description | A localised name and description, maintained in each supported language. |
| Category | A product category that groups related products together (e.g., office supplies, professional services). |
| Main unit of measure | The primary unit used to count or measure this product (e.g., each, kilogram, hour). |
| Purchase unit of measure | The unit used when buying this product, if different from the main unit. |
| Sales unit of measure | The unit used when selling this product, if different from the main unit. |
| External product code | An optional reference number from an external system. |
Purchasable and sellable flags
Each product has two flags that control where it can be used:
- Purchasable -- this product can appear on purchase orders and supplier invoices. Enable this for anything you buy.
- Sellable -- this product can appear on customer invoices and sales documents. Enable this for anything you sell.
A product can be both purchasable and sellable. For example, a trading company might buy and resell the same product.
Product type
Products are further classified by type:
- Product or service -- the Is Service flag distinguishes services (consulting, maintenance) from physical products. Services typically do not require inventory tracking.
- Procurement method -- products can be marked as directly procured, indirectly procured, or both, depending on how your organisation sources them.
- Inventory item -- if applicable, a product can be flagged as an inventory item for stock tracking purposes.
Company code product assignments
Just as business partners need company code assignments before they can be used in transactions, products also need to be assigned to each company code where they will be used.
A company code product assignment includes:
| Field | Description |
|---|---|
| Company code | The company code this product is available in. |
| Purchase GL product group | A grouping that determines which expense G/L account is used when this product is purchased. |
| Sales GL product group | A grouping that determines which revenue G/L account is used when this product is sold. |
| Taxable | Whether this product is subject to tax in this company code. |
| Purchase tax code | The default tax code applied when purchasing this product. |
| Sales tax code | The default tax code applied when selling this product domestically. |
| Export sales tax code | The tax code for export sales. |
| Import purchase tax code | The tax code for imported purchases. |
| Country of origin | The country where the product is manufactured or sourced. |
Product pricing
Ayiza lets you define prices for each product with fine-grained control:
- Company code -- prices are set per company code.
- Currency -- each price is in a specific currency.
- Price type -- a price can be a net price, a discount, or a rebate.
- Validity dates -- each price has a valid from date and an optional valid to date, so you can set up future price changes in advance.
- Quantity ranges -- you can define different prices for different order quantities using minimum and maximum quantity thresholds.
- Business partner -- optionally tie a price to a specific business partner for partner-specific pricing.
- Unit of measure -- the unit the price applies to.
This allows you to maintain, for example, a standard list price, a volume discount for orders above 100 units, and a special rate negotiated with a specific supplier -- all for the same product.
Product-to-GL account mapping
When a product appears on an invoice, Ayiza needs to know which G/L account to post the revenue or expense against. This is controlled through GL product groups and product GL account assignments:
- Each product is assigned a purchase GL product group and a sales GL product group (via the company code product assignment).
- The GL product group, combined with the product category and chart of accounts, maps to a specific G/L account.
There are two types of GL account assignments:
- Purchase cost GL accounts -- determine the expense account used when the product is purchased (e.g., cost of goods sold, direct materials).
- Sales revenue GL accounts -- determine the revenue account used when the product is sold (e.g., product revenue, service revenue). Sales revenue accounts also consider the price type (net price, discount, rebate).
This design means you do not have to manually select a G/L account every time you create an invoice line. Ayiza derives the correct account automatically from the product's configuration.
Locking and sanctioning
Like business partners, products can be locked to prevent them from being used on new transactions, or sanctioned to block them entirely for compliance reasons.
Next steps
- Managing products -- step-by-step guide to creating products and setting up pricing and GL account mappings.