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NOTE: This help article refers to Easify Version 3 which is no longer supported.

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Working With Products

In the previous help topic we covered how to easily and rapidly create a new order and add products to it.

No doubt you will wish to make changes to your orders such as changing prices, quantities, VAT rates or even adding comments to each item on an order. The orders window allows you to do exactly those things.

Differences Between Stock Control Modes

Easify can be operated in a number of stock control modes, the order window will look slightly different depending on which mode you have selected.

Order Window in Manual or Semi Automatic Stock Control Mode:

Order Window in Automatic Stock Control Mode:

As can be seen in the above image, using Easify in automatic stock control mode adds a new button to the toolbar (View Allocations for Selected Product), and replaces the Stock Level column with two new columns, Alloc. and Free/On Hand. Both these features will be discussed in depth later.

Product Columns Described

SKU: The SKU (Stock Keeping Unit) of the product.

Manufacturer: The product manufacturer.

Description: The product description.

Qty: The quantity of the product that is required. Change this value as required.

Stock Level: (Manual or Semi-automatic stock control mode only) This column displays the quantity of the product that is in stock. This value does not update in real time, however you can refresh the values in this column at any time by clicking the button.

Alloc.: (Automatic stock control mode only) The quantity of stock that is currently allocated (reserved) for this product. You can change the Alloc. value for a product yourself, either to allocate stock in order to reserve it for an order, or to deallocate stock which frees up stock for other orders. If you wish to see which other orders this product has been allocated to you can click the button.

Free/On Hand: (Automatic stock control mode only) This read only column displays two values separated by a '/' symbol. The Free value tells you how many products you have in stock that are not allocated anywhere i.e. that are freely available to sell. The On Hand value denotes how many of the products in total you physically have in stock.

VAT: (VAT registered users only) If you are registered for VAT this column displays the VAT code for the VAT rate that the product is currently using. You can alter this value if you have a product for which you want to change the VAT rate. 

Price Ea.: This column contains the each price of the product.

Total: This is the total price for the product. It is calculated as Qty x Price Ea. for the product. If you are VAT registered the total excludes VAT.

Status: This column contains the status of each product on the order. You may change this value to reflect the current status of each product within an order. As an order progresses through your company you should update the product status to help you keep track of your work flow. Product status is discussed in greater detail here.

Comments: This column can be used for comments that you wish to add to the products on an order. Either type a comment directly into the comments column, or double click the comments column to open a text editor where you can enter multi-line comments. You can also select the product and click the button to open the comment editor.
Note: Any comments you enter here will appear beneath the product they relate to on printed quotes, estimates and invoices. Comments are a great way of adding descriptive notes to your quotations, they are also an excellent way of adding justifications to the elements of an invoice if you feel that they require further explanation for your clients.

Note: If you have enabled the Serial Number Column in Easify options, the serial number column will be visible in the order details window.

Adding, Deleting and Changing Product Quantities

Adding products to an order was covered in the previous help topic. 

You can change product quantities by directly entering a quantity value for the product in the Qty column.
Note: In automatic stock control mode, changing the quantity of a product when the order is in an active status will automatically adjust the amount of stock allocated in the Alloc. column up to the amount of free stock available.

It is possible to enter a negative quantity for a product on an order, this is useful if you are processing a product return. You can add the returned product to an order, give it a negative quantity and it will therefore be given a negative value.

To delete a product from an order, simply select it and press the delete key, or select it and click the button.

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