Products Module

Module Overview

Purpose

The Products module serves for comprehensive records of all products, assemblies, materials, and components used in production. The system allows defining hierarchical product structure, technological procedures, automatic price calculation, and integration of products with warehouse management and production orders.

Key Features

• Records of products, assemblies, and materials
• Hierarchical structure of product composition (multi-level bill of materials breakdowns)
• Definition of technological procedures and operations for production
• Automatic calculation of material, labor, and total production cost
• Management of drawings, technical documentation, and 3D models
• Generation and printing of QR codes for product identification
• Import of products from external systems
• Integration with warehouse management and tasks (production orders)
• Records of production history and times from work reports
• Configurable custom columns for specific requirements

Target Audience

The module is intended for technologists, designers, production planners, production managers, cost estimators, and other workers who need to manage product structure, technological procedures, and price calculations.

Setup and Configuration

Module Settings

Module configuration is located in the section Settings → Products. Here you can set:

Custom Columns

The system allows defining custom fields specific to your production. Each custom column can be of type:

• Yes/No (checkbox)
• Integer number
• Decimal number
• Date
• Company from CRM module (selection of one or more)
• List with option to add new value
• List with fixed values
• Single line text
• Multi-line text

For each custom column you can set:

• Column name
• Field type
• Whether it is required when creating a product
• Whether it should be displayed in the main table
• For List type you can define specific values separated by semicolons

Work Types and Their Rates

Define all types of work (operations) in your production and their hourly rates. This data is used for automatic calculation of labor cost for individual products.

Examples of work types: Turning, Milling, Welding, Assembly, Grinding, Painting, Packaging, etc.

Automatic Acquisition Cost Increase

Set the percentage increase that is automatically added to the purchase price of material or production cost of a product when using the Recalculate Price function. This increase covers overhead costs, transportation, and other indirect costs.

User Rights

Access to the module is controlled by the user rights system. Basic rights levels:

• Level 0 - No access to the module
• Level 1-2 - Reading and viewing products
• Level 3-5 - Creating and editing products
• Level 10+ - Editing composition and operations
• Level 15+ - Deleting products and their components

Special right Transfer to warehouse management allows synchronization of products with warehouse and creation of warehouse operations.

User Interface

Main Screen

After opening the Products module, a list of all products is displayed in a table. The table contains columns:

• ID - internal numeric identifier
• Name - product name
• Product number - your own product designation
• Type - simple product, assembly, complete product, or material
• Card group - category for product classification
• Prod. no. - whether a production number is required
• Preview image - image of finished product
• Unit - unit of measurement
• Weight - weight in kg
• Sales price CZK - sales price in Czech crowns
• Sales price EUR - sales price in euros
• Acquisition price - calculated acquisition price
• In warehouse management - indication whether the product is in the warehouse system
• Custom columns - fields defined in configuration
• Actions - icons for displaying detail, editing, copying, and deleting

Filtering

Above the table is a filter section with the option to filter by:

• Type - Simple product, Assembly of products, Complete product, Material
• Show composition - Select a product and only its components will be displayed
• Show one-time cards - Yes/No - one-time cards are special products created only for one order
• Card group - Filter by product category
• Custom columns - Filters for all defined custom fields

Below the table you can use the Search field for full-text search across all fields.

Action Buttons

In the table header you will find buttons:

• Add product - Creating a new product
• Bulk edit - Editing multiple products at once
• Import products - Import from external systems (Money S5 XML)
• Print QR codes - Generating QR codes for labels
• Transfer/sync to warehouse - Synchronization with warehouse management (requires special right)
• Price check - Check consistency of price data
• Deleted - Display deleted products

Product Detail

By clicking on the eye icon or on the product name, a detailed view opens with the following sections:

Basic Information

Displays all main information about the product:

• Name and product number (including alternative numbers)
• Product type
• Production number (whether required)
• Card group
• Weight and unit
• Labor cost - automatically calculated from defined operations
• Material cost - automatically calculated from composition
• Purchase/acquisition price (for materials)
• Production price (for products) = material cost + labor cost
• Acquisition price - calculated price for further use
• Sales price in CZK and other currencies
• Preview image of finished product
• Main drawing (PDF or other format)
• Attachments - additional files
• Internal note
• Custom column values

Consists Of

This section displays the hierarchical structure of product components. For each component you see:

• ID and component name
• Product number
• Type (simple product, assembly, material)
• Division dimension - for example "2000x1000" for material sheet
• Quantity (econ) - how many units of material are needed
• Pcs - number of pieces of this component

The composition is displayed hierarchically with indentation - if a component is itself an assembly, its subcomponents are also displayed.

Buttons in this section:

• Add - Adding an existing product as a component
• Export to Excel - Export of entire composition to Excel file
• Add one-time card - Creating a new product directly as a component (for special parts used only in this product)
• Manufacture - Creating a warehouse operation for production of this product (requires Warehouse Management module)

Work Needed to Produce This Product

Table of all operations necessary for production. For each operation is displayed:

• Operation ID
• Order - determines the technological procedure
• Work - type of operation (turning, milling, etc.)
• Tool - name of used tool or machine
• Description/Attachments - text description of operation and links to attachments (drawings, procedure photos)
• URL - link to online instructions or video
• Time (minutes) - time needed for one operation
• Count - how many times the operation is repeated
• Price - automatically calculated from time and labor rate

Buttons:

• Add - Adding a new operation
• History - Display operation change history

Used in Assemblies/Complete Products

The table shows parent products in which this product is used as a component. Helps quickly determine where all the part is used.

Was Produced

List of completed tasks (production orders) in which this product was produced. For each task is displayed:

• Assignment date
• Task name
• Total time from work reports - actual time spent on production according to worker records

3D Blocks

Section for managing 3D models and drawings. For each block you can enter:

• Drawing number
• Preview (image or 3D model preview)
• Name
• 3D file (STEP, STL, DWG, etc.)
• Online URL - link to 3D model in cloud or online viewer

Basic Operations

Creating a Product

Step 1: Opening the Form

Click on the Add product button on the module main screen.

Step 2: Selecting Product Type

Select one of four product types:

• Simple product - Standalone product that can contain only materials as components
• Assembly of products - Consists of simple products, assemblies, and materials
• Complete product - Can contain any components, used for final products
• Material - Raw material or semi-finished product for production (sheets, bars, profiles, electronics, etc.)

The product type determines which components you can add to the composition.

Step 3: Filling in Basic Information

Required fields:

• Name - Unique product name
• Product number - Your internal designation (important: this number must match the number in warehouse management for automatic synchronization)

Recommended fields:

• Alternative numbers - Additional product designations (supplier numbers, old codes), each number on a new line
• Card group - Select existing or write new category
• Unit - Unit of measurement (pcs, m, m², kg, etc.)
• Weight - Weight in kg

Step 4: Entering Price Data

For materials (type 4):

• Purchase price/unit - Purchase price from supplier
• Purchase price/unit in - If you purchase in foreign currency, select currency and enter price
• Acquisition price/unit - Enter manually or use Recalculate Price button for automatic calculation (purchase price + percentage increase from settings)

For products (type 1, 2, 3):

• Acquisition price/unit - After defining composition and operations use Recalculate Price button for automatic calculation from composition and operations

For all types:

• Sales price/unit CZK - Sales price in Czech crowns
• Sales price/unit in - Sales price in foreign currency (EUR, USD, etc.)

Step 5: Uploading Drawings and Documentation

• Main drawing - Upload technical drawing of the product (PDF recommended). This drawing is automatically attached to the traveler during production.
• Production number - Check if each produced piece should have its unique production number. The system will require its entry during production.
• Finished product - preview - Upload a photo or image of finished product
• Internal note - Product description, technical notes, production instructions
• Attachments - Additional files (certificates, instructions, catalog sheets, etc.)

Step 6: Filling Custom Columns

Fill in all custom fields defined in module configuration. Fields marked as required must be filled.

Step 7: Saving

Click the Save button. The product is created and its detail opens, where you can continue by defining composition and operations.

Defining Product Composition

Composition (bill of materials) defines what parts the product consists of. This function cannot be used for materials (type 4).

Step 1: Opening Product Detail

Go to the detail of the product for which you want to define composition.

Step 2: Adding a Component

In the Consists Of section, click the Add button.

Step 3: Selecting Component

In the dialog box, select an existing product or material from the list. The list contains only products allowed for the given type:

• Simple product (type 1) - you can add only materials (type 4)
• Assembly (type 2) - you can add simple products (type 1), assemblies (type 2), and materials (type 4)
• Complete product (type 3) - you can add any type

Step 4: Entering Component Parameters

For materials:

• Division dimension - Enter the dimension from which the material is divided. Examples:
  • "2000x1000" for sheet (for areas)
  • "6000" for bar or profile (for lengths)
  • Leave empty if the material is not cut
• Quantity (econ) - How many units of material are needed for one product. Examples:
  • "0.5" for half a meter of bar
  • "2.5" for 2.5 m² of sheet
  • "1" for whole piece

For all components:

• Number of pcs - How many pieces of this component are needed for one piece of parent product. Default value is 1.

Step 5: Saving the Component

Click the Add button. The component is added to the composition and displayed in the table.

Repeat for Additional Components

Repeat steps 2-5 for all needed components. The composition is displayed hierarchically - if you add a component that is itself an assembly, its subcomponents are also displayed.

One-time Cards

If you need to add a special component that is used only in this product, use the Add one-time card button. A new product will be created directly as a component, which will be marked as one-time.

Defining Operations for Production

Operations (technological procedure) define what work steps are needed to produce the product.

Step 1: Opening the Dialog

In the product detail in the Work Needed to Produce This Product section, click the Add button.

Step 2: Selecting Work Type

Select the type of operation from the list defined in configuration (Turning, Milling, Welding, etc.).

Step 3: Entering Operation Parameters

• Time (min) - Duration of operation in minutes for one piece
• Count - How many times the operation is repeated (default 1)
• Order - Number determining the order of operation in technological procedure (1, 2, 3...)
• Description - Detailed description of operation, instructions for worker, warnings
• Tool name - What tool or machine is used
• Attachments - Upload images, detail drawings, procedure photos
• URL - Link to online instructions, video tutorial, etc.

The operation price is automatically calculated as: (Time in minutes × Count × Hourly rate) / 60

Step 4: Saving the Operation

Click the Save button. The operation is added to the table and the total labor cost of the product is automatically recalculated.

Repeat for Additional Operations

Add all needed operations. The number in the Order field determines in what order the operations will be displayed to workers during production.

Editing a Product

Step 1: Opening the Detail

Click on the eye icon or product name in the main table.

Step 2: Opening the Edit Form

In the product detail, click the Edit button in the upper right corner.

Step 3: Editing Fields

Edit the desired fields. All fields are the same as when creating a product.

Step 4: Saving Changes

Click the Save button.

Editing Components and Operations

To edit a component or operation, click on the pencil icon at the respective item in the Consists Of or Work Needed for Production table.

Copying a Product

Copying is faster than creating a new product from scratch if you have similar products.

Step 1: Opening the Detail

Go to the detail of the product you want to copy.

Step 2: Starting the Copy

In the Action Icons section at the product, click on the Copy icon.

Step 3: Choosing Copy Parameters

In the dialog box, check:

• Copy including composition - The entire component structure will be copied (recommended)
• Copy including operations - All operations and their parameters will be copied (recommended)

Step 4: Editing Data

Edit the name and product number. The number must be unique!

Step 5: Saving the Copy

Click Save. A new product with selected content will be created.

Deleting a Product

Step 1: Opening the Detail

Go to the detail of the product you want to delete.

Step 2: Deletion

Click the red Delete button in the upper right corner.

Step 3: Confirmation

Confirm deletion in the dialog box.

Important: The product is not permanently removed, but moved to the deleted folder. You can restore it by clicking the Deleted button on the module main screen.

Advanced Functions

Automatic Price Calculation

How Calculation Works

The system automatically calculates two price components:

Material cost - Calculated recursively from all components in the composition:

• For each component, its acquisition price is taken
• Multiplied by quantity and number of pieces
• If a component is itself an assembly, its subcomponents are loaded and the process repeats
• The prices of all components at all levels are summed

Labor cost - Calculated from all defined operations:

• For each operation, the time in minutes is taken
• Multiplied by the number of repetitions
• Multiplied by the hourly rate of the given work type
• The prices of all operations including subcomponent operations are summed

Production price = Material cost + Labor cost

These prices are displayed in the product detail and serve as the basis for calculating the acquisition price.

Recalculating Acquisition Price

In the product edit form, click the Recalculate Price button at the Acquisition price/unit field. The system automatically calculates:

For materials:

• Acquisition price = Purchase price × (1 + percentage increase from settings)

For products:

• Acquisition price = Production price × (1 + percentage increase from settings)
• Production price = Material cost + Labor cost

Recalculating Parent Products

If you change the price of a material and want to automatically recalculate all products that use this material:

1. Open material editing
2. Edit purchase price
3. Use the Recalculate Price button to calculate new acquisition price
4. Check the checkbox After saving recalculate price also for products and assemblies with this material
5. Save changes

The system automatically recalculates the acquisition price for all parent products up to the third level of hierarchy.

Printing QR Codes

QR codes allow quick identification of products using mobile devices or readers.

Printing QR Codes for Multiple Products

1. On the module main screen, click the Print QR codes button
2. Select label type:
   • 52.5×25.4mm A4 - standard office labels on A4 sheet (40 pcs per sheet)
   • Citizen CL-E321 52×26mm - special label printer
3. In the table, select products for printing - select one product in each field
4. Click Create for printing
5. The system generates a PDF file with labels ready for printing

Printing QR Code for One Product

1. Open product detail
2. Click the Print QR codes button
3. Select number of labels
4. Click Create for printing

QR Code Content

The QR code contains a direct link to the product detail in the system. After reading the QR code, the product detail with current information automatically opens.

Importing Products

Function for bulk import of products from external systems.

Supported Formats

• Money S5 - XML export without composition
• Money S5 - XML export including composition (subcards)

Import Procedure

1. On the main screen, click the Import products button
2. Select import type (Money S5)
3. Click Select file and select XML file from your computer
4. Click Load and select what will be imported
5. The system loads the file and displays preview of imported products
6. Check products you want to import
7. Click Import selected

Important:

• Before import, check that product numbers in the imported file are unique
• If a product with the given number already exists, import will skip it
• Import including composition automatically links components by product numbers

Exporting Composition

Export of entire hierarchical product structure to Excel file.

Procedure

1. Open product detail
2. In the Consists Of section, click the Export to Excel button
3. Select export parameters (whether to include prices, stock quantity, etc.)
4. Click Export
5. An Excel file with complete breakdown including subcomponents will be downloaded

Export Content

Excel contains:

• Hierarchical structure with indentation by level
• Name and number of each component
• Component type
• Quantity and number of pieces
• Prices (if selected)
• Total prices for all pieces at each level

Bulk Edit

Editing selected fields for multiple products at once.

Procedure

1. On the main screen, use filters to select a group of products
2. Click the Bulk edit button
3. Select the field you want to change
4. Enter new value
5. Click Apply changes
6. Confirm the number of affected products

You can bulk edit:

• Card group
• Unit
• Custom columns
• Price data (increase or decrease by percentage)

Price Check

Tool for detecting inconsistencies in price data.

Procedure

1. On the main screen, click the Price check button
2. The system performs analysis of all products
3. A list of problems is displayed:
   • Products without acquisition price
   • Products with zero acquisition price
   • Materials without purchase price
   • Products where material cost does not match sum of components
   • Products where acquisition price is lower than production price
4. Click on a product in the list for direct transition to detail

Synchronization with Warehouse

Integration of Products module with warehouse management. Requires active Warehouse Management module and special user right.

Transfer of Products to Warehouse

1. Click the Transfer/sync to warehouse button
2. The system displays a list of products that are not in warehouse
3. Check products you want to transfer
4. Click Transfer selected
5. A corresponding warehouse item with the same number is created for each product

Important rule: The product number in the Products module must be identical to the number in warehouse management!

Creating Warehouse Operation - Manufacture

1. Open the detail of the product you want to manufacture
2. In the Consists Of section, click the Manufacture button
3. Enter the number of pieces to manufacture
4. The system displays material availability check in warehouse
5. If all components are available, click Manufacture
6. The system automatically:
   • Issues all needed components from warehouse
   • Receives finished product to warehouse
   • Creates record in production history

Availability Check Before Production

During availability check, the system takes into account:

• Current stock in warehouse
• Reservations for other orders
• For assemblies - whether already produced subassemblies from warehouse can be used instead of producing new ones

If any material is missing, the system marks it in red and displays the missing quantity.

Production History

Record of all completed productions of the given product.

Displaying History

1. Open product detail
2. Go to the Was Produced section
3. A table of all completed tasks (production orders) is displayed

What History Contains

• Task assignment date
• Task / order name
• Total time from work reports - actual time spent on production according to worker records
• Link to task detail for more detailed information

History helps:

• Compare planned and actual production time
• Optimize technological procedure
• Calculate more accurate prices for future orders
• Monitor production productivity

Integration with Other Modules

Tasks Module (production orders)

How Integration Works

When creating a "Production" type task, select a product from the Products module. The system automatically:

• Loads hierarchical product composition
• Checks component availability in warehouse
• Displays list of operations for production
• Attaches main drawing to traveler
• If production number is required for the product, requests it when starting the task

Production Process

1. Task starts - worker begins with first step according to operation order
2. For each operation, the following is available:
   • Operation description
   • Tool name
   • Attachments (drawings, procedure photos)
   • URL link to video or instructions
   • Planned operation time
3. Worker records actually spent time in work report
4. After task completion, the record is added to product production history

Warehouse Management Module

Automatic Issue During Production

If a product is linked with warehouse and you create a production task:

1. The system checks availability of all components according to composition
2. When starting production, it automatically issues all needed components from warehouse
3. If a component is itself an assembly and is available in warehouse, the finished one is used instead of producing new
4. After task completion, the finished product is received to warehouse

Material Reservation

You can reserve material for a specific order. Reserved material is displayed during availability check and cannot be used for other production.

CRM Module

Custom columns of type "Company from CRM module" allow linking a product with a specific customer or supplier. Usage examples:

• Products manufactured to order for a specific customer
• Materials from a specific supplier
• Products intended for a specific project

Orders Module

In orders you can reference products and the system automatically loads:

• Sales price
• Product description
• Image
• Weight for shipping calculation

Tips and Best Practices

1. Consistent Product Numbering

Use a numbering system that is unambiguous and logical. For example:

• M-XXX for materials
• V-XXX for simple products
• S-XXX for assemblies
• K-XXX for complete products

Important: The product number must be identical to the number in warehouse management!

2. Structuring Complex Products

Divide complex products into logical subassemblies. Instead of one assembly with 50 components, create:

• Main assembly (type 3 - Complete product)
• Several subassemblies (type 2 - Assembly of products) for logical units
• Simple products (type 1) for basic parts
• Materials (type 4) for raw materials

Advantages of this approach:

• Clearer structure
• Possibility to use subassemblies in other products
• Better availability control - subassemblies can be in stock
• Easier bill of materials maintenance

3. Correct Entry of Operations

When defining operations, use the Order field to determine the technological procedure. Workers in production see operations in this order.

Recommendations:

• Number by tens (10, 20, 30...) - you leave space for inserting an operation between existing ones
• In the Description field, include all important information for the worker
• Add procedure photos as attachments
• For complex operations, use URL link to video tutorial

4. Using QR Codes

QR code on the traveler or on the product significantly speeds up work:

• Worker scans QR code with mobile or reader
• Product detail with operations and drawings is immediately displayed
• No need to manually search for product in system
• You can print QR codes on labels and stick them on material or semi-finished products

5. Regular Price Check

Use the Price check function at least once a month:

• You will detect errors in calculation
• Find products with missing prices
• Check that material price changes were reflected in products

6. Uploading Main Drawing as PDF

Drawing in PDF format:

• Is automatically attached to traveler during printing
• Is readable on all devices
• Worker has drawing directly at machine
• No need to go to technologist or office for drawing

7. Using Card Groups

Group products into logical categories using the Card group field:

• By customer (products for customer XY)
• By project (project ABC)
• By production line (line 1, line 2)
• By product type (electrical, mechanical, complete machines)

Groups greatly facilitate filtering and orientation in extensive product range.

8. Defining Custom Columns

Add fields specific to your production:

• Certifications (ISO, CE)
• Standard number
• Customer (link to company from CRM)
• Project
• Production line
• Development status (prototype, serial production)
• Responsible designer

9. Copying Similar Products

Instead of creating a new product from scratch:

1. Find a similar existing product
2. Copy it including composition and operations
3. Edit only different parameters (name, number, dimensions)

You save time and minimize errors.

10. Checking Composition Before Production

Before starting a production order, check in the product composition:

• Are all components correctly defined?
• Are quantities and piece counts entered correctly?
• For assemblies - do subcomponents have their composition defined?
• Are component prices current?
• Is material available in warehouse?

Common Problems and Solutions

Cannot Add Product

Cause: Insufficient user rights.

Solution:

• Check that you have right to Products module at level 3 or higher
• Contact system administrator to increase rights
• Verify that you are logged in under the correct user account

Cause: Product number already exists.

Solution:

• Each product must have a unique number
• Use the Search function in the main table to find out if the number is already used
• Also check the Deleted folder

Production Price Not Calculated Correctly

Cause: Components do not have acquisition price entered.

Solution:

• Open detail of each component in composition
• Check that it has Acquisition price field filled
• For materials, Purchase price must be filled and then use Recalculate Price button
• For products, composition and operations must be defined, then use Recalculate Price

Cause: Operations do not have rate set.

Solution:

• Go to Settings → Products
• Check that all work types have hourly rate entered
• If rate is missing, enter it and return to product
• Labor cost will be automatically recalculated

Cause: Incorrectly entered quantity or piece count.

Solution:

• Check in Consists Of section the Quantity and Pcs fields for each component
• Quantity for materials must correspond to actual consumption per one product piece
• For planar materials with division dimension, check correctness of area calculation

Product Cannot Be Transferred to Warehouse

Cause: Missing user right.

Solution:

• Check that you have "Transfer to warehouse management" right
• Contact system administrator

Cause: Product number does not match warehouse management format.

Solution:

• Product number must contain only allowed characters
• Check what number format your warehouse management uses
• Edit product number to match warehouse format

Cause: Item with this number already exists in warehouse.

Solution:

• Open Warehouse Management module
• Search for item by number
• Check if it is the same product
• If yes, the link is already created and further transfer is not necessary
• If no, edit product number in Products module to different one

QR Code Not Working

Cause: Product is deleted.

Solution:

• Deleted products cannot be loaded using QR code
• Restore product from trash (Deleted button on main screen)

Cause: Incorrect URL configuration of system.

Solution:

• Contact system administrator
• Check correctness of URL in company settings

Cause: User does not have rights to module.

Solution:

• Make sure you are logged into the system
• Check that you have at least level 1 right for reading products

Composition Not Displayed

Cause: Components are deleted.

Solution:

• Components that were deleted are not displayed in composition
• Check Deleted folder
• Restore components or replace them with others

Cause: Product type is Material.

Solution:

• Materials (type 4) cannot have composition
• If material has some structure, change its type to Simple product

Import Failed

Cause: Wrong file format.

Solution:

• Check that file is in XML format from Money S5 program
• Open file in text editor and check that it contains correct XML data
• Export data again from source system

Cause: Product numbers are not unique.

Solution:

• In imported file, check for duplicate product numbers
• Edit duplicate numbers directly in file before import

Cause: Required columns missing.

Solution:

• Check that import contains at minimum name and product number
• If you have required custom columns defined in configuration, these values must also be in import

Prices in Foreign Currencies Not Updated

Cause: Automatic conversion from foreign currency is disabled.

Solution:

• Go to Settings → Products
• Check automatic currency conversion setting
• If disabled, enable it

Cause: Current exchange rates are not set.

Solution:

• Go to exchange rate management in system
• Check that current rates are entered for all used currencies
• Update rates manually or set automatic update

Cause: Price in foreign currency is entered manually.

Solution:

• If you have automatic conversion set but price in foreign currency is entered manually, manually entered price takes precedence
• Delete value in foreign currency price field if you want to use automatic conversion

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