Products and stock: catalogue, prices, batches, write-offs, labels, imports

Platforms: the web app, Android, iOS · Plans: Every plan; units and packs and advanced buying price on Business and above; advanced minimum sale price on Pro · Permissions: Products & stock group: PRODUCT:manage, STOCK:add, STOCK_TRANSFER:*; Buying price & profit (COST:view) to see costs; REPORT:stock for the stock report

Where it is

• Web: Stock → Products (the list, Add products board, batches icon per row, labels, Organise into groups, Import), Services (service items), Stock Transfers. Settings → Product (switches) and Settings → Stock.
• Android and iOS: Products on the Quick grid and All Tools: the list, search, a product’s detail with Edit, Add stock and its batches; Stock transfers under All Tools. Settings → Product and Settings → Stock carry the same switches.

Plan and permission

Every plan. Staff need Products & stock to add or edit; Buying price & profit to see buying prices, landing cost and profit (off by default).

Screens

• Products list: search by any word in any order (a misspelt word falls back), the group filter, stock left per store, price, barcode; row actions: edit, batches, labels, add stock.
• Add products board (web): the form stays open, Enter walks the boxes, Recently added is the confirmation, a row click edits. The destination group stands over the form.
• Batches (web modal, phone sheet): every batch with batch number, buying price, MRP, sale price, quantity in and left, MFG/expiry when the switch is on; Write off on a batch.
• Organise products (web page): file products into groups in bulk; drag a row onto a folder.
• Import (web page): upload CSV or Excel, match headings to NegoBill columns (aliases learned), rows checked per row, 500 a chunk, partial success reported.

Actions

Add a product: name, sale price (GST included), MRP, unit, GST rate (0/5/12/18/28), HSN/SAC, barcode (scan, type or Generate a Code 128), optional buying price, wholesale price, minimum sale price, group, picture, search tag, the models it fits, product add-on options (ticked per sale line). A product with no stock added is untracked (a service, a made-to-order item).

Add stock: on the product: quantity, buying price per unit, optional batch number, MFG and expiry dates (Settings → Stock switch), landing cost multiplier (switch). Adding stock to an untracked product switches tracking on. Outlets add stock directly only when Settings → Stock → Outlets may add stock directly is on; otherwise stock reaches them by transfer.

Sell from batches: the store’s stock mode is Batch by default: a sale takes from the oldest batch with stock unless a batch is chosen in the line modal, so old-MRP and new-MRP stock sell side by side with the right printed price.

Write off damaged or expired stock: Products → batches → Write off: quantity, reason (Damaged, Expired, Count correction, Other), note. The batch keeps its history; the value leaves as the Stock adjustments expense at the batch’s landing cost; Reports → Stock write-offs lists every adjustment with who, when and why. Nothing is deleted.

Units and packs (Business and above): a primary unit plus packs (dozen, box) each with its own price; unit tiers may take a discount off their own MRP.

Buying price and minimum sale price: buying price and minimum sale price can be entered as a % of MRP. Advanced buying price (Business/Pro, Settings) derives it from a supplier discount off MRP or a dealer price; advanced minimum sale price (Pro) is a margin above the buying price.

Barcode labels: Products → labels: built-in and custom label sizes in exact millimetres, house Code 128, quantity per product, print to the label printer chosen on this PC (Windows utility or browser path) or from the phones to an M110-class Bluetooth label printer.

Groups: one group tree for products, contacts and services; the group filter stands left of every product search; browse a group from the search box.

Import products / opening stock: Products → Import: your own columns are matched to NegoBill’s; opening stock lands per chunk; blank or 0 quantity means untracked.

Transfer stock: Stock Transfers → New: from store, to store (outlet or van), lines with stock availability; the receiving side accepts. A van load wears the same grammar.

Presets

What a preset is: a named, reusable list of existing products and services with a default quantity, unit, an optional fixed price (blank = the price on the day) and a line note per item — for example “Static Website” (development, domain, hosting, email), “4 Camera CCTV Setup” (4 cameras, NVR, hard disk, 100 m cable, installation, configuration) or “Full Car Service”. A preset is not a product, not a package and never sold as one line: picking it on a sale, quotation, estimate or proforma adds each item as an ordinary line, and the sale prices, taxes and stocks them as usual. Editing, archiving or deleting a preset later never touches a document already made from it.

Manage presets (web): Stock → Presets: New preset → name, description, add products (search) and services (search), set quantity, unit, price and note per line, reorder, Save. Archive removes it from the Sale screen (restore any time); the value shown is for reference only. Business and Pro plans (Starter and Plus see the screen with the upgrade door). Needs the Presets permission group (Preset List to see the screen, Create / Edit Presets to change them); using a preset on a sale needs only the sale permission.

Rules

• Batch is the default stock mode for every store; batches always snapshot prices.
• Product code (the manufacturer’s model code), barcode (the shop’s scan code) and fits (the models it fits) are three separate identifiers; the paper folds the fit into the line name (“Tempered glass for iPhone 15 Pro”).
• Short name is stored but unused by design. Search keys: tag words first, punctuation splits, 40 words a product, no fuzzy matching.
• Cost never prints on a customer paper; cost fields leave every answer for a person without Buying price & profit.

Limits

Product name up to 1,000 characters; fits list up to 100 models; imports 500 rows a chunk (files of 10,000 rows are normal); label sizes any millimetre box the printer can take.

How-to guides

• add a product
• add stock
• print barcode labels
• import products
• transfer stock