The Add Products feature allows you to create products that can be sold, purchased, or stored, and link them to the correct accounting accounts to ensure accurate invoices, inventory, and financial reports.
The behavior of the product within the system depends on the options that are enabled during creation, so it’s important to understand each option before saving.
Mandatory Fields When Creating a New Product
- Arabic Name
- English Name
- Serial Number (can be generated automatically)
- Category
- Unit of Measure
- Tax
- Selling Price and Sales Account, if the product is sold
- Purchase Price and Cost Account, if the product is purchased
Any missing mandatory field will result in an error: “An error occurred during the update, this field must be filled” when saving.
Accessing Add New Product
- Go to Products and Costs from the dropdown menu.
- Click on the ( + ) icon.
- Select Product Type
1) Basic Product Information
Product Name (Arabic) + Product Name (English)
- Enter the product name as you want it to appear in the system and on invoices.
- Example:
- Arabic: عصير برتقال
- English: Orange Juice
Serial Number
This is a number/code that distinguishes the product from others.
- If you have a code ready, enter it.
- If you don’t have one, click Generate Serial Number and the system will generate it automatically.
Why is it important? Because it helps you search for the product quickly and prevents duplication.
2) Category (Product Classification)
Select Category
Category is a “classification” to organize products, such as:
- Beverages
- Vegetables
- Office Supplies
If the category exists: select it from the list.
If it doesn’t exist: click the ( + ) icon and enter:
- Category Name
- Description
- Parent Category (optional)
Note: Changing the category later does not cause accounting issues because it’s for organization only.
3) Property Group (Optional)
This appears if the “Product Properties” feature is enabled.
Use it if the product has “types” such as:
- Color (Red/Blue)
- Size (Small/Large)
- Color + Size
If your product has more than one form/type: select the appropriate Property Group.
Important: When you select a property group, the system may automatically create sub-products for you, such as:
- T-shirt, Red
- T-shirt, Blue
4) Description, Terms and Conditions, Product Image (Optional)
Description
Write a simple description that identifies the product and will appear on invoices automatically. It can also be added to the invoice design when printing.
Product Image
If you want the product to appear with an image in the system, upload an image. You can also add the image to the invoice design when printing or exporting.
Terms and Conditions
In case there are specific conditions for the product, such as replacement terms or service conditions.
5) Unit of Measure
Unit of Measure
Choose how to measure this product, such as:
- Piece
- Carton
- Kilogram
- Liter
If the unit of measure doesn’t exist, click ( + ) and add it.
Very Important Alert (Practical):
If you use the product in invoices or inventory… you won’t be able to change the unit of measure later
That’s why you should choose it correctly from the start.
6) Barcode + Tax + Unit Conversions
Barcode (Optional)
- If you have a barcode, enter it.
- Or click the barcode icon to generate a random barcode.
Tax
Select the product’s tax according to your system (for example, 15% tax…) and if you choose:
- Zero Tax : A field will appear for you to add the tax reason from the following options: (Export of goods, Export of services, Supply of investment metals, Private education services for citizens, Private healthcare services for citizens, Medicines and medical equipment, International goods transportation, International passenger transportation, Supply of qualifying transport vehicles, Supplies related to goods and passenger transport services to and from the Kingdom, Goods and passenger transport services to and from the Kingdom)
- Tax Exempt : A field will appear for you to add the tax reason from the following options: (Financial services, Life insurance services, Supply of residential property)
- If a special tax is added through settings and its value is zero, a field will appear for you to add the tax reason and you can write it manually.
Unit Conversions (If you have more than one unit for the product)
Unit conversion is used when a product has more than one unit of measure, such as:
- You buy by carton
- And you sell by piece
The Basic Idea
You tell the system that:
One large unit = a number of smaller units
Simplified Field Meanings
- One unit of
The large unit (for example: carton). - = Number
The number of small units within the large unit (for example: 12). - From the unit
The base unit on which inventory is calculated (for example: piece). - Unit purchase price
The cost of purchasing the large unit. - Unit selling price
The selling price of the large unit. - Includes tax
Enable this option if the price includes tax. - Barcode (Optional)
You can add a special barcode for the large unit.
Quick Example
- 1 carton = 12 pieces
- Buy carton at 15
- Sell carton at 18
The system automatically calculates inventory without your intervention.
When Do I Use Unit Conversions?
- If you buy in one unit and sell in a different unit.
- If the product has more than one selling form.
Important Notes
- All product units will appear on invoices
7) Most Important Part: Product Options (Sold / Purchased / Stored)
Many customers get confused here, so let’s make it a simple rule:
Option (Stored) = Product is Inventoried
Enable “Stored” if the product has a quantity in inventory (enters and exits).
For example:
- Food materials
- Goods for sale
- Warehouse products
When you enable “Stored”:
- The system automatically enables:
- Sold
- Purchased
- And you can’t disable them because inventory means there’s purchasing and entry, and selling and exit.
What Will Appear?
- Selling Price + Sales Account
- Purchase Price + Expense Account
Option (Sold) Only = Services or Something Sold Without Inventory
Enable it if the product is “sold” but has no inventory.
For example:
- Delivery service
- Installation service
- Subscription
What Will Appear?
- Selling Price
- Sales Account (must be “Revenue”)
Option (Purchased) Only = Something You Buy and Don’t Sell
Enable it if you have expenses or materials that you buy for use.
For example:
- Raw materials
- Consumable materials
- Stationery
- Supplies
What Will Appear?
- Purchase Price
- Expense Account:
- Must be “Expenses”
- Or “Non-Current Asset” if you’re buying a fixed asset (like a vehicle)
Important: You cannot link a purchase product to an account like “Prepaid Expense/Prepaid Insurance”.
8) Prices and Accounts (Simplified)
Selling and Purchase Prices
The price you set here is a “default price” only:
- It appears automatically when you add the product to an invoice
- And you can change it at the time of the invoice
The important thing:
Reports are affected by the actual price within the invoice.
Accounts
Sales Account
- Appears if the product is “Sold”
- Must be a Revenue Account
Expense Account
- Appears if the product is “Purchased”
- Can be:
- Expenses (for consumables and materials)
- Or Non-Current Asset (if it’s a fixed asset like a vehicle)
9) Additional Information
This is used if you have added additional fields for products through settings, meaning you need additional columns for products such as product expiration date, where you can fill in the columns through the Additional Information section and the additional fields will appear.
10) Save Product
After filling in the data:
- Click Save
And the product will appear directly on the Products and Costs page.
Very Important Notes (To Avoid Problems)
- If you use the product in invoices/inventory:
- You won’t be able to change the unit of measure
- You won’t be able to change the sales/purchase accounts
- If you need to change them:
- Either delete the transactions (if possible)
- Or request a modification through technical support
Additional Notes:
- If the product was added and used in operations like sales or purchase invoices, you won’t be able to change the unit of measure or revenue or expense account.
- To modify this data, you must delete all transactions related to the product if possible.
- If you can’t delete the transactions, you can submit a modification request to the technical team through technical support via chat.
- You must specify the appropriate accounts for cost of goods and sales to ensure they are recorded correctly.
- You can use a unique serial number for each product to make it easier to distinguish between products.
- If the error “An error occurred during the update, this field must be filled” appears after clicking save while creating the product, it’s because one of the mandatory fields hasn’t been filled in, and you should review the fields and verify that all of them are filled correctly.
- The selling or purchase price added in the product data is an approximate price to appear in invoices and has no effect on the accounts, as the price that affects the accounts is the actual price that was entered in the invoices.
- If you add a new product, it will appear in sales invoices, purchase invoices, debit and credit notes, and also in inventory count and transfer. The product item will appear later in Opening Balances for Products through Opening Entries, but it won’t appear in regular accounting entries. And pay attention:
- If the product is sold, it will appear in sales invoices.
- If the product is purchased, it will appear in purchase invoices.
- If the product is not sold, it won’t appear in sales invoices.
- And if it’s not purchased, it won’t appear in purchase invoices.
Training Course:
Here is the training course that explains how to add a product and manage warehouses:
https://www.youtube.com/watch?v=4t3GLjPEqDY
Search Keywords:
- How do I add a new product?
- How do I add inventory categories?
- How to issue a category card for a product
- Can I add categories as purchases and link them to different accounts than the cost account and also alternative accounts for the inventory account like prepaid insurance for example
