Product Definition and Attributes FAQs

How can I change the product attributes or product information?

Product attributes and other information, like conversion factor, can be changed through product definition screen. On this screen you have to select the products one by one, change the information and then update those. There is another way to Bulk Update the product information. Here you can select products and then makes changes to different products in one go. The facility to Bulk Update Product Information is available in Menu: Utilities > Product Utilities > Update Product Information

Can I change the Line Items for defined Products?

All Products are defined under one of the Line Items. Line Items or departments can be configured as standard or with Assortments (having sizes and colors). Line Items with sizes and colors are those under which products of footwear, garments or similar items are defined.

If Products belong to a line item which has sizes or colors (assortments) then their line items cannot be changed. However, the products which do not belong to line items with sizes or colors (like grocery, pharmacy, gift items etc.) can be switched to other line items. This can be done through Menu: Utilities > Product Utilities > Shifting Products b/w line items

On product definition screen I see Sizes and Colors boxes. Why?

All Products are defined under one of the Line Items. Line Items or departments can be configured as standard or with Assortments (having sizes and colors). When you select a Line Item which has sizes and colors then you see the Sizes and Colors boxes on the product definition screen. When you select a Line Item which is without sizes and colors then you do not see the Sizes and Colors boxes on the product definition screen.

What are Product Attributes? Why we use these?

Product attributes are the Drop Down Boxes (also called Combo Boxes) which contain values given by you. These attributes help you to define the product in more detail. These attributes are then used to generate different reports for selected products. These also help you create groupings in the reports.

For example, you have one of the attributes Gender and it contains values “Male”, “Female”, and “Both”. You attach one of these values to all your products. Now you can get the sales or stock report which groups all the products under Male, Female, and Both. Also you can make a selection of “Male” for a sales report. Then you will get sales of all products which have a Gender Attribute value “Male”.

For all Products we have to give Product Code. What is it?

Product Code is a unique identifier for a Product. Same code cannot be provided to two different products. This code is also used to generate barcode for the Product. So if you want to use a pre-printed barcode (UPC or EAN-13) for a product then enter the barcode in Product Code text box. For this purpose you can place the “cursor” in the Product Code text box and just scan the barcode.

Do I have to manually give the Product Code or Candela can generate Product Code automatically?

Candela supports both options. You can manually provide the Product Code or you can get the next code through the system. System generated codes are in a series for every Line Item. For system generated Code first you have to define Product Code Templates. This can be done through Menu: Configuration > Misc > Product Templates.

While defining Product on Product definition screen, you bring your cursor on the Product Code text box and press F2 (function key). This will create the next Product Code in the series for the selected Line Item. If there are two or more templates for the same line item then template window will open up and you will have to select a particular template.

I have to provide a different Product Code while making purchase orders to Suppliers. What is the solution in Candela?

Candela provides the facility to attach a Vendor code with the product. When you make a purchase order for a supplier, this Vendor Code, along with Product Code is printed on the Purchase Order. You have to make a System Configuration so that this Vendor Code becomes visible on the Product Definition Screen. This can be done through Menu: Configuration > System Configuration > Product Tab. Here Display Vendor Code should be “Checked”

Can I upload data of Products in Candela through Excel sheets?

Yes you can upload “Product Master Data” through Excel sheets. This is generally required when a business using different software, is converted to Candela. The Excel sheet should be prepared in a specified format. The excel sheet can be loaded in Candela through Menu: Utilities > Product Utilities > Product Loader. On this screen there is help button which gives you information about format of the Excel file. Through this file, all Product Master Data is transferred to Candela.

Can Product Code Length be different for Different Products?

In system configuration we set the product code length as fixed or variable. For variable product code length, the product codes for individual products can have different length between 3 to 15 characters. This is only true for products which are defined under line items without size and color. Product codes defined under line items which are with size and color, always have fixed product code length. For these product codes the size and color codes are always of three characters.

I want to change the Product Code Length in System Configuration but it is disabled. Why?

In system configuration we define the product coding structure. This includes Product Code Length. Once first product in the system is created, then product coding structure cannot be changed.

Can my Product Code be Alphanumeric or it can be numeric only?

Product code can be numeric or alphanumeric. This depends upon the System Configuration. This can be done in Menu: System Configuration > Product Tab. Here if Product Code Data Type is “Numeric” the Product Code can only contain “Numbers”. If Product Code Data Type is set as “Text” then Product Code can contain alphabets and numbers both.

Whenever I give a Product Code system automatically adds Zeros in it. Why this is happening?

This happens in two scenarios. One when your System Configuration does not allow Variable Code Length. In this case Candela adds Zeros to make its length equal to defined Product Code Length. This is true for all Products irrespective of their Line Items.

Second is the case when Products are defined under Line Items which are with size and color. In this case the Product Codes are always of fixed length. If you provide a Product Code where length is less than the defined Code length then Candela adds Zeros.

On product definition some of the Drop Down lists (Attributes) are grouped as “Line Items Based” while other are grouped as “Product Based”. What does this mean?

Line Item Based attributes are those lookups or product tags which change with selection of Line Items. This means if there are two Line Items, Garments and Footwear, then Category Drop Down box will have separate items for Garments and Footwear. On the selection of Garments, its own categories will be loaded in Category drop down list while on selection of Footwear, its own categories will be loaded.

In contrast, the Product Based attributes are those which have no effect of Line Items. The items which are defined against a Product Based drop down remain the same irrespective of the selection of Line Items.

What is Purchase Conv. Factor in Product Definition?

Purchase Conversion Factor defines the number of units in one packet. When we make a Purchase Order (PO) or Goods Receipt Note (GRN) then System assumes that are making purchases in Packs. For example, if the Purchase Conv. Factor is 12 and we enter “2” while making GRN for this product, then system assumes that we are entering 2 Packs and 24 Units are added to inventory. Also based on this conversion factor, while making a sales invoice, we can sell the Packs. In this case, when we sell 1 Pack, the price will be of Pack and 12 Units will be reduced from inventory.

Price of some Products changes rapidly. I want to give selling price for these products at the time of making invoice. How can I do this?

You can mark selected products so that System prompts you for selling price while making invoice. This can be done on Product Definition Screen. On this screen there is a User Price “Check Box”. When this is “Checked” then while making sales invoice, System asks for selling price. You can open Product Definition Screen from Menu: Configuration > Product Definition > Product Definition Tab.

I want to switch my existing software to Candela and it requires redefining the barcodes. What happens to the barcodes which are already pasted on the products? Will I be able to use those?

Candela provides the facility to attach additional barcode to products. This is called alternate barcode. During operations (sales, purchase, physical audits) when Product Code or Alternate Barcodeis scanned, the system records the sale of the same product. These alternate barcodes can be transferred to Candela when Products are uploaded in Candela through Excel Sheets. Also these alternate barcodes can be entered through Menu: Utilities > Product Utilities > Alternate Barcodes

You can enter upto Five (5) alternate barcodes against the same product code.

How can I print the Barcodes for Products?

Barcodes can be printed in Candela in different ways. If you want to print Barcodes against the products received through a Goods Receipt Note (GRN) then this facility is available on the GRN screen. This screen is available through Menu: Purchase > GRN & also Purchase > GRN Matrix. Here you can select the Barcode Template from the drop down list and Generate Barcodes. By default, the “Active” Barcode template is selected in the list but you can change the selection. This “Active” Barcode can be set through Menu: Configuration > System Configuration > Product Barcode Tab.

Barcodes can also be printed by giving the different product codes and required barcode quantities. This can be done through Menu: Utilities > Product Utilities > Selected Barcode Generator.

How can I design my own Barcodes for products?

Candela comes with pre-designed barcodes for different types of businesses. This includes barcodes with size and colors and without size and colors. These barcode templates are available under Menu: System Configuration > Product Barcode. One of these barcodes can be set as “Active” which then becomes the default Barcode when you go to Barcode printing options. You can make your own Barcodes which are then added to this list. This can be done through Menu: Utilities > Setup & Configuration > Customize Barcode Printing.

Which Barcode printers are supported by Candela?

Candela provides Barcode printing on two different types of printers. One is the standard laser printer which uses pre-designed sticker sheets. Other option is to use Barcode printers. For this option Candela provides integration with two different printer types: TSC Barcode Printers and Zebra Barcode Printers.

1. TSC TTP 244 Plus

2. Zebra TLP 2844

3. Zebra ZM 400 / ZM 600

Note: All models of  Zebra Printers which use ZPL or EPL are expected to be supported by Candela but above listed models are tested and their working is verified.

For all these printers Barcodes can be designed in Candela using the Barcode Designer. The barcode designer is available in Menu: Utilities > Setup & Configuration > Customize Barcode Printing

How can I manage the Expiry Date of Product?

For this purpose, System Configuration should be done so that Batch No. & Expiry Date can be entered while making GRN. This can be done through Menu: Configuration > System Configuration > Sale/Purchase Tab. Here Show Product Batch Expiry “check box” should be checked.

System provides Product Expiry Report. Product Expiry Report is available through Menu: Reports > G-Product Reports > G05 Product Expiry. This report is based on assumption that all the products which are purchased first are sold first (FIFO). For example if two batches of same product are purchased where first batch contains 100 units and second batch contains 125 units. Both have different Expiry dates. This means total of 225 units are available in the shop. Now if the shop has sold 75 units and Expiry report is generated then report will show that first batch of product has 25 units (and going to expire on its own expiry date) and second batch of product has 125 units (and is going to expire on its expiry date). So this report is generated on the assumption that unless the earlier batches are finished, the later batches products are not sold.

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