Managing Products with Multiple Units of Measurement and Unit Conversion in Qoyod

Unit Conversion Feature Guide in Qoyod System

The Unit Conversion feature allows you to manage products that are handled in more than one unit of measurement (such as purchasing by carton and selling by piece or dozen) within a single inventory category, ensuring inventory accuracy and billing ease.

Feature Benefits:

• Flexibility and Ease: Manage products with different units on the same screen without needing to repeatedly create categories.
• Billing and Inventory Accuracy: Easily issue purchase and sales invoices in large or small units automatically and improve inventory management.
• Precise Mathematical Relationship: Define a fixed relationship between different units (example: a carton contains a certain number of pieces) so the system can calculate it accurately.

How It Works and Steps to Add Unit Conversion:

When creating or editing a product from the “Products and Costs” section, follow these steps based on the system interface:

1. Define the Base Unit of Measurement (Smallest):
   • In the product’s general fields, set the base “unit of measurement” for the product (it’s preferred to choose the smallest unit such as: piece or unit, but you can also set a larger unit like carton as the base unit depending on the nature of your business).
   • Set the “tax”, purchase price, and base selling price for this unit.
2. Activate the Unit Conversion Table:
   • Scroll down the page to the “Unit Conversion” section.
   • Click the “+ Add More” button to insert a new row for the additional unit.
3. Adjust the Relationship Between Units and Prices:
   • One unit of: Choose the main or sub-unit you want to add (e.g., carton, half dozen).
   • Quantity: Enter how many of the base unit this unit equals (example: if the sub-unit is carton and the base unit is piece, and the carton contains 10 pieces, enter the appropriate conversion factor in the “quantity” field so the system can calculate the ratio accurately, based on packaging and unit details such as entering 0.1 or 5).
   • From Unit: The base unit appears here automatically to show the fixed relationship.
   • Unit Purchase Price: Set the cost of purchasing this sub-unit, and enable the “Does the purchase price include tax?” option if needed.
   • Unit Selling Price: Set the selling price of this unit to the customer, and enable the “Does the selling price include tax?” option if needed.
   • Barcode: You can enter a unique and independent barcode for the new unit (example: a barcode for the carton that differs from the barcode of its individual piece).
4. Delete or Edit Units:
   • You can easily remove any added unit by clicking the red “delete (X)” mark at the beginning of the row in the unit conversion table.
5. Save the Data:
   • When finished, click the “Save” button to approve the product with its multiple units, and all added units will appear in invoices, pricing displays, and purchase orders when adding the product.

Important Notes and Guidelines:

• Choosing the Base Unit: It’s recommended to choose the smallest unit (such as piece or unit) as the base unit of measurement to avoid fractions in inventory, sales, and purchase operations, but you can also choose the larger unit (such as carton) as the base unit depending on the nature of your business and how you store products.
• Modifying the Base Unit After Use: If the product has prior transactions (sales invoices, purchases, or inventory movements), you cannot modify the product’s base unit of measurement. Available solutions in this case:
  • Add additional units only through the unit conversion table without affecting the base unit.
  • Or archive the product from the Products and Costs menu (select the archive option from the actions menu next to the product), then create a new product with the correct base unit and add unit conversions to it.
• Unit Pricing: The selling price and purchase price for each unit is set manually and independently in the unit conversion table, and is not automatically calculated from the base unit price × conversion factor.
• Barcode Independence: It’s recommended to assign an independent barcode to each unit to make it easier to read with a barcode reader (scanner) directly on sales and purchase invoices so the system can automatically recognize the sold unit.

Training Course

You can watch a detailed visual explanation of how to set up and convert product units within the system at the following link: https://www.youtube.com/watch?v=8wzg-t5Fwck

Frequently Asked Questions and Keywords for Inquiry:

• Convert quantities in warehouses from piece to bundle | What is the method to open the item as piece and carton | How to open the item as piece and carton in the warehouse | Define two units for the same product | Add a second unit of measurement to the product