To create a product in Holded, follow these steps:
Go to Inventory > Products in the sidebar.
Click the "New Product" button in the upper right corner.
Enter basic product information, including a name, a description, and a translation, if needed.
Include information related to sales, purchasing and manufacturing, tracking, stock management, options (add from here variants such as size, color, etc., lots, or serial numbers) and accounting.
Complete your product sheet including tags and categories, and uploading an image to appear in your documents and catalog.
Click the "Save" button to save the product.
Your product will be visible in the listing, under Inventory > Products.
Advanced options when creating a product
In addition to the basic information, you can configure different advanced options for your product, some of them available by activating the Inventory gem in the Holded Store:
1. Sales
Create and assign different rates, if you want to apply different selling prices for your product:
Subtotal: the taxable amount of the product.
Tax type: select from the available ones, VAT, Withholding Tax, Sales Equalisation Tax
Manage rates: create a new rate or add already created tariffs to the product.
2. Purchasing and manufacturing
From "Purchases and manufacturing", you will be able to indicate whether it is a purchased product (by default) or a manufactured product (by checking the box). In addition, you can add and manage different purchase prices and factory codes, depending on the supplier that supplies the item. This will make it easier for you to create invoices or purchase orders, since by assigning them a specific "Contact" during their creation, the price defined for said contact will be applied to them.
☝🏼 Use the field below to add additional purchase prices-suppliers; and the trash buttons, on the right, to delete them:
Average cost: adds the initial cost of the product. This value is automatically recalculated with each new purchase and applied in Inventory reports. It is editable, so it can be adjusted manually. In addition, you will be able to check the margin of your sales thanks to the cost in the cost report.
Default supplier: Every time you add the product to the invoice or purchase order, the product will automatically be assigned to the same supplier and the price you have defined here will be applied.
Factory code: this field allows you to assign a specific code to each supplier. When creating a purchase order and selecting a supplier in “Contact”, the system will automatically include its factory code in the order PDF. If there is no code defined for that supplier, the generic product code (entered in the “Tracking” section) will be used; or in its absence, the SKU.
This is especially useful for managing orders with multiple suppliers using different SKUs, avoiding errors. In addition, when generating a back order from the product file, the order will include the factory code of the selected supplier.
Subtotal: The pre-tax amount used in purchasing documents, such as invoices or purchase orders. The value of this field is fixed, that is, it is not calculated automatically, but can be edited manually.
Taxes: The type of tax that is applied to the subtotal. You can add at the same time an option for each of the two types of taxes present (VAT, Withholding).
Total: Automatically calculated from subtotal and taxes. It is editable, although if you modify it the subtal will also be modified.
Bill of materials (BOM): by checking the "It is a manufactured product" box, a detailed list of all the materials or components necessary to manufacture the product will appear. Learn more about managing manufactured products here.
3. Tracking
Enter the information that identifies the product here: SKU, barcode, manufacturing code, weight:
SKU: unique reference number, indispensable to identify your products when importing invoices or integrating your online store. The SKU appears on invoices and purchase orders.
Barcode: with barcodes on your products, when generating invoices, purchase orders, or delivery notes, you will be able to scan the code directly to add the product to the document, without having to search for it in the selector.
Factory code: unlike the barcode, the factory code will appear on invoices and purchase orders. The code you enter in the “Tracking” section will be considered the generic product code and applied by default unless you have configured a specific factory code for each supplier in the “Purchasing and Manufacturing” section.
Weight - Kg: appears on the delivery notes.
4. Stock management
Default warehouse: define your default warehouse for the product, from the ones you have created.
Quantity: number of product units in stock today
5. Options
Check the box to add options to your product:
Variants: e.g. sizes S, M, L, or colours, blue, black, grey
Lots: e.g. in the food or pharmaceutical industry
Serial numbers: typically in electronics, books, magazines, etc.
Learn more in our articles on how to manage variants, lots or serial numbers.
6. Accounting
Define, in the dropdown, the default sales and purchase accounting account for the product:
Sales account: the account to choose to allocate the invoice to a sales channel (e.g. online shop), and to be able to segment your sales by channel. These should always be sales or revenue group accounts (70, 75, 76 or 77). Use this option if you will always use the same sales channel for the product.
Purchase account: the account to choose to allocate the invoice to a type of expense (e.g. office rent), and to be able to segment your purchases by account. These should always be purchase or expense group accounts (60, 65, 66 or 67). Use this option if you will always assign the product to the same expense account when purchasing it.
7. Categorization
Tags: tag your product for easy sorting or filtering.
Categories: add categories (available with the Inventory gem) such as "Brand", or "Season" (summer, winter), "Gender" (Man, Woman, Kids), etc.
Learn how to manage categories here.
Adding a translation (language) to a product
Both when creating a product and when editing it afterwards, you can add translations from the “Basic information” section. These translations are automatically applied to the following:
Documents: If you select a customer using a configured language, the product names and descriptions will be displayed in that language. You can change it from Options (use the three dots button when editing the document).
Customer Portal (B2B Catalog): customers will see the products in their language if they have it configured in their profile.
This ensures that your international customers always receive information in their language.
To add translations, follow these steps:
Go to Inventory > Products in the sidebar.
From the product list, locate the product you want and click the three-dot button to the right of it. Select “Edit”.
In the “Basic information” section, click on “+ Add translation”. This will display a new bar called Product Languages at the bottom.
Click inside the Product Languages bar to open the drop-down, and check the box for the language you wish to add. Repeat the operation for all the languages you need.
The languages you add will appear at the top, in the form of tabs, under the "Selected language" heading. Click on any of them to switch tabs to the new language you have created.
Add the name and description in the new language and click “Save” in the lower right corner to save the changes.
☝🏼 Please note that in order for the product to appear in the desired language in the documents, you must set the customer's language in their profile or change the document language when editing the document from Options.