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Product Catalog
What is the Products Module?
The Products module is the central catalog of every item your organization procures, stocks, and sells. Each product is organized under configurable categories (Electrical, MEP, IT, Construction, etc.), and each category can define its own custom specification fields -- voltage and amperage for electrical items, BTU rating for HVAC equipment, data rate for networking gear. Products map to multiple suppliers, each with their own manufacturer part number (MPN), lead time, and pricing, so your procurement team can quickly compare sourcing options. The Internal Part Number (IPN) system provides a consistent reference across your organization regardless of how different suppliers catalog the same item.
How It Connects
| Direction | Connected Module | Relationship |
|---|---|---|
| Out --> | BOMs | Products are referenced as line items in Bills of Materials |
| Out --> | Inventory | Product records define what is tracked in inventory |
| Out --> | RFQs / POs | Products are selected when creating RFQ or PO line items |
| In <-- | Suppliers | Supplier-product mappings define who can supply each item |
| In <-- | Components | Electronics components link to product records with enriched data |
| Both | GRN | Inspection checklists are configured per product category |
Step-by-Step Guide
- Set up categories -- navigate to Catalog > Products > Categories. Create your category hierarchy (e.g., Electrical > Cables > Low Voltage). For each category, define custom specification fields that all products in that category should have.
- Add a product -- go to Catalog > Products > New Product. Select the category, and the form will dynamically show the standard fields plus any custom fields defined for that category.
- Enter core details -- fill in: product name (EN/AR), IPN (auto-generated or manual), description, unit of measure, and default VAT treatment.
- Fill in specifications -- complete the category-specific fields. For example, an electrical cable would require: voltage rating, conductor material, cross-section (mm2), insulation type, and color code.
- Upload datasheets -- attach the manufacturer's technical datasheet (PDF), product images, and any certification documents (CE, UL, SASO).
- Map suppliers -- under the Suppliers tab, add one or more suppliers for this product. For each supplier, enter: supplier part number, MPN, unit cost, lead time, minimum order quantity (MOQ), and preferred status.
- Set inventory parameters -- configure the reorder point, reorder quantity, valuation method, and tracking method (none, batch, serial number).
- Activate the product -- set the status to Active. Only active products appear in RFQ and PO line item selection.
Category Custom Fields Configuration
| Category | Custom Fields | Field Type |
|---|---|---|
| Electrical | Voltage (V), Current (A), IP Rating, Cable Size (mm2) | Numeric, Dropdown |
| HVAC / MEP | BTU Rating, Refrigerant Type, Flow Rate (L/min) | Numeric, Dropdown |
| IT / Networking | Data Rate (Gbps), Port Count, PoE Support | Numeric, Number, Boolean |
| Construction | Grade, Dimensions (LxWxH), Weight (kg), Material | Text, Numeric, Dropdown |
| General | Configurable per business need | Any supported type |
Supplier Mapping Example
| Supplier | Supplier Part No. | MPN | Unit Cost (AED) | Lead Time | MOQ | Preferred |
|---|---|---|---|---|---|---|
| Al Faris Electrical | AFE-CBL-4025 | NYY 4x25 | 12.50 /m | 3 days | 100m | Yes |
| Gulf Wire Trading | GWT-90125 | NYY 4x25 | 13.20 /m | 7 days | 500m | No |
| Riyadh Cable Co. | RC-NYY-425 | NYY 4x25 | 11.80 /m | 14 days | 1,000m | No |
Key Fields Explained
| Field | Description |
|---|---|
ipn | Internal Part Number -- your organization's unique identifier for this product (format: configurable, e.g., IPN-XXXXXX). |
name | Product name in English and Arabic. |
category | The product category that determines which custom specification fields are shown. |
description | Detailed product description for RFQs, POs, and catalogs. |
unit_of_measure | How the product is counted: each, meter, kilogram, box, roll, etc. |
specifications | Category-specific technical fields (dynamic based on category selection). |
datasheets | Uploaded manufacturer technical documentation (PDF). |
suppliers | List of approved suppliers with their part numbers, pricing, and lead times. |
preferred_supplier | The default supplier suggested when this product is added to an RFQ or PO. |
status | Active, Inactive, or Discontinued. Only active products can be ordered. |
reorder_point | Minimum inventory level that triggers a reorder alert. |
vat_treatment | Standard rated, zero-rated, or exempt (determines VAT calculation on POs and invoices). |
images | Product photos for visual identification during receiving and inventory. |
Tips & Best Practices
TIP
Invest time in setting up category custom fields before bulk-importing products. Well-defined specifications make products searchable, comparable, and easier to match in BOMs. You can always add new fields later, but establishing the structure early saves rework.
WARNING
The IPN is the single source of truth for product identity across your organization. Never create duplicate IPNs for the same physical product. Use the duplicate detection tool (triggered automatically during product creation) to check for existing entries before adding new products.
TIP
Always map at least two suppliers per critical product. Single-source products create supply chain risk. The supplier mapping comparison view lets you quickly evaluate alternatives by cost, lead time, and MOQ.
TIP
Use the bulk import feature (Catalog > Products > Import) to onboard large product catalogs from Excel or CSV. Download the import template first -- it includes all standard fields plus a column for category-specific custom fields.
WARNING
Changing a product's category after it has been used in POs, BOMs, or inventory records will not retroactively update historical documents. It will only affect future transactions. If you need to recategorize, consider creating a new product and marking the old one as Discontinued.
FAQ
Q: Can I have the same product in multiple categories? A: No. Each product belongs to exactly one category. If a product fits multiple categories, choose the primary one and use tags for secondary classification. Tags are searchable and can be used for filtering.
Q: How do I handle products with multiple units of measure? A: Set the primary UOM on the product record (e.g., "meter" for cable). You can configure conversion factors for alternative UOMs (e.g., 1 roll = 100 meters) in the product's Units tab. The system converts automatically in POs and inventory.
Q: What happens when I discontinue a product? A: The product status changes to Discontinued. It no longer appears in RFQ/PO line item selection, but existing POs and inventory records remain intact. The system suggests active alternatives if cross-references have been configured.
Q: Can suppliers see our IPN? A: By default, supplier-facing documents (RFQs, POs) show the product description and the supplier's own part number, not your IPN. You can optionally include the IPN in document templates if your suppliers use it for reference.
Q: How do custom specification fields work in search? A: All specification fields are indexed and searchable. You can filter the product catalog by any combination of category, specification values (e.g., "Voltage = 400V AND Cable Size >= 25mm2"), and supplier. This is particularly useful when matching BOM requirements to catalog items.