As in the case of any Inventory System, the products constitute a central aspect of the myBiz application’s Inventory tool. The purpose of using this tool is to enable you to organize and track all the products or items he/she is dealing in and control the movements and cost of the same. In order to achieve this, it is essential that you maintain a well organized products data base.
Product Details : The Product Details includes product code, bar code, product name, category, location, unit cost, selling rate, opening stock, quantity in, quantity out and closing stock. The function of each field is explained below:
Product Code : It is a unique identification code you can assign to each product. A product is identified by this code internally. A well formatted code not only makes the search easier but also helps in grouping and sorting the products list. If you intend to use bar code for products, you can assign the same bar code as the product code as well.
Bar code : The myBiz Application’s Inventory Manager tool has a built-in bar code reader. It allows you to assign a bar code for a product. Bar codes are supposed to be unique, so they become secondary identification field for the products (i.e. after the product code). But bar code is not mandatory.
The myBiz application allows the product code and bar code to be of the same value. You can set the bar code as product code by scanning the bar code before entering the product code. When the scanner identifies the bar code it will fill the bar code data in both the fields. Or if you want to keep the product code and the bar code of separate values, key in the product code first and then scan the bar code or enter it manually.
You can use the scan feature to identify a product during transaction entries as well. The scan feature will only function properly if the device has a camera and the Android OS version is 2.2 or later.
Product Name : This is the name that you assign to the product.
Category : The myBiz Application’s Inventory tool lets you organize your products into different categories. Select and assign a category from this drop down list.
Location : You can enter the location of the product such as rack, shelf, bin number or alike. You can also bar code scan the location.
Unit cost : It is the unit cost per product supplied. Unit cost is used to maintain the actual value of the stock, and is re-calculated every time the stock is transferred in.
Opening stock : This is the amount of stock of a product at the beginning of the product creation. You must enter the opening stock value, otherwise the system will assume that the product has no stock.
Minimum stock : Enter the minimum stock to be maintained by the inventory. You may enable the low stock alert in the preference setup so that during transaction entries, if the closing stock goes below the minimum quantity, a warning will be popped up. If the closing stock of a product falls below the minimum quantity, then the closing stock will be high lighted in the product list and product view screens.
Re-order quantity : When the closing stock falls below the minimum quantity for a product, this quantity to be ordered will be indicated in the alerts during a transaction entry. Stock status (low stock) report will also indicate this quantity.
Quantity in : This is the total quantity of stock in transaction such as purchase, transfer-in, adjustments. This field is for preview only, therefore no entry can be made.
Quantity out : This is the total quantity of stock out transaction such as sales or transfer-out. This field is for preview only, so no entry can be made.
Closing stock : This is the net quantity of a product available for use. This is updated every time a transaction is recorded. This field is for preview only, so no entry can be made. The closing stock can be a negative value. Negative stock can be disabled.
Attach Image : You can attach an image for the product. On clicking attach image, you will be directed to the gallery where you can choose the image to be attached.
Duplicate : This feature is used to duplicate the entire product into a different Project’s inventory center. The option to duplicate product can be found in the menu options of the products preview mode.
Products List : The Product List displays all the products defined for the active Projects Inventory Center. You may touch on any product to get a preview of the details for that, then it is possible to edit, delete or duplicate the product to a different Project.
Search : Extensive search options are available to find a particular product(s). The search option is activated by tapping on the Search button in the title bar. The search for a specific text can be done either in all the fields or in a certain field like Product name, Product code, Bar code or Location. Enter the text to search and select the field (or all). A button is provided to scan for bar codes to search for.
Proceed with the search and the product list is filtered based on the search criteria. If no products matches the search criteria, the list will be empty. When the search filter is applied, the search button will have a red “X” mark on top of it. Tap the button once again to remove the search filter and to display all the products.
The Product List sub-tool has the following menu options which can be activated using the device menu key.
New Product : On clicking this you will be directed to the Product Entry tools.
Sort : For easy & organized viewing, the Product List can be sorted by Product code, Product name or by Category. This is done by clicking the Sort option in the Product List’s menu and selecting an option from the pop up list displayed.
Import CSV format file : This feature allows you to import one or more product records into the active Inventory Center from a Comma Separated Values (CSV) file. This feature is extremely useful for integrating existing data from another application or a list of products created in spread sheet format.
The import data file must follow the below pattern:
Product code, Bar code, Product name, Category, Location, Unit cost, Opening Stock
This is the minimum information you should have for each product in the import file. If you prefer you can add extended fields to import more information. The extended fields that you can add are as follows:
Unit Price, Quantity In, Quantity Out, Closing Stock, Minimum stock, Reorder Quantity
The data format and order of the fields is in compliance with the export file generated from the myBiz application.
Quantity in and Quantity out represents the total transactional quantity. You may keep these values as zeros in the import file.
Please make sure of the following points while creating the CSV file for data import:
- The order of the data fields in the file should be exactly same.
- The first line in the import files is meant for headings and will not be imported.
- Each line of data from the second line onwards represents one product record.
- Product code, Product name and Category information can not be blank.
- If any numerical data is not available, insert zero instead of keeping them as blank.
- Do not insert currency symbols in numeric data.
- Do not use thousand separators. The decimal separator must be ‘.’ (period).
- If possible enclose each data in double quotes.
Click here for a sample import file for the products (SampleProducts.csv)
Copy your products import CSV file into the SD-card of your device.
When the import option is selected from the menu, a confirmation dialogue is displayed. Proceed from there and select the import file. The content of the first data line will be displayed for verification. If this is correct, proceed further and import the data. The imported products information is immediately displayed in the product list.