Products

Products are the things you sell and ship. The product card says what a product is, what it costs, how it is packed and what it is made of. Every order, stock movement, production order and invoice refers to it.

Where to find it: Catalog → Products → Product list. To add a product: Catalog → Products → New product / set.

When you'll use it

• You add something new to sell: a single item, a set, or a product with variants.
• You check what you have: the list shows stock, price and how each product is sourced.
• You fix a price, a barcode number or a photo.
• You print labels for the warehouse.
• You load a whole catalog at once from a spreadsheet.
• You want to see which product an order line or a production order points to.
• You stop selling a product.

Key concepts

• Product type — a product is either a Simple product or a Product set. A set is several other products sold together. It has no stock of its own. See Product types & structure.
• Origin — Manufactured (you make it; it can have a recipe and production orders) or Non-manufactured (resale goods). Only a simple product has an origin.
• Variants — versions of one product, such as sizes or colours. A product with variants is a template. Only its variants are sold and stocked. See Product variants.
• Codes — the stock keeping unit (SKU), the European Article Number (EAN) and the Universal Product Code (UPC). See Identifiers & labels.
• Parcels — the boxes a simple product is stored and shipped in. See Packaging & parcels.
• Active / Inactive — an inactive product keeps its card, its history and its stock. It is not offered when you choose a product, for example on an order or in a recipe. Deactivating is the safe alternative to deleting.

The screens

Product list

A table with one row per product. A coloured dot in front of each row shows whether the product is active (green) or inactive (red). Click a row to open the product card.

Column	What it tells you
Product	Photo, name, and the SKU, EAN and UPC. A product with variants has an Expand variants (n) button that shows its variants underneath.
Type and category	The product type: Single for a simple product, or Set · n items. Then the category.
Inventory	The available quantity, with res. (reserved), Total and Min. (the low-stock alert threshold, if set). For a product with variants the figures are added up across its variants. For a set the number is marked from set products. It shows how many full sets you can put together from the available stock of the products inside it.
Sourcing	Made in-house with Recipe: n items or No recipe, or Purchased. For a set: Decided by set products.
Sales	The sale price, marked Net or Gross, and the other of the two, worked out from the VAT rate. Then VAT n% or no VAT rate. Shows No price when no price is set. The column is hidden if your role may not see prices. See Permissions.
Card changed	When the product card was last edited. Stock movements do not change this date.

Above the table you can search and add filters: Activity, Category, Structure, Produced in-house, Price and Created.

The header has Refresh, Import products and New product / set. The last two are shown only if you may create products.

📷 Screenshot to add: the Product list with one product's variants expanded and a set row showing the from set products tag.

Product card

The Product card is for reading only. It has these tabs:

Tab	What it shows
Basic data	Photos, identification data (name, type, unit, category, brand, manufacturer, EAN, dimensions and weight), pricing, and a parcel summary. For a set, the section Stock and labels shows how many full sets you can make and how much of each product is available. These numbers need the Warehouse: View permission.
Attributes	The values of your own attributes.
Product variants	Only for a product that has variants.
Parcels	Only for a simple product.
Recipe or Set contents	The structure as a tree, when the product has one. For a manufactured product, a line under the tree says how many units your current stock is enough for. See Recipe & production.
History	Who changed what on this product, and when. It also shows whether the product came from a file import.

The header has Refresh, Print labels and Edit. A set has no Print labels button, because a set has no labels of its own. Edit is shown only if you may edit products. On a variant there is also Parent, which opens the product the variant belongs to.

The product form

New product / set and Edit open the same form. The form is a sequence of steps, shown as tabs across the top. You move with Back and Next in the bar at the bottom of the page. Every step and field is described in The product record.

Common tasks

Add a product

1. Go to Catalog → Products → New product / set.
2. On Basics, add photos and type the Name.
3. Choose the Product type: Simple product or Product set. For a simple product, also choose the Origin: Manufactured or Non-manufactured.
4. Click Next and work through the steps. A step opens only when the earlier steps are complete. The bar at the bottom says what is still missing.
5. On the last step, click Create product.

After saving, the new product card opens.

Only the Name is always required. The Sale price (standard) cannot be left empty, but zero is accepted. A set needs at least one product in its contents. Leave SKU empty and Complaia assigns one.

To start again, click Clear in the header. If you have already entered something, Complaia asks first, because the data, photos and planned variants will be lost.

Open and edit a product

1. On the Product list, click the product.
2. On the Product card, click Edit.
3. Change what you need on any step.
4. Click Save in the bar at the bottom. Save is on every step, so you do not have to go to the last one.

After saving, the product card opens again.

• Save is unavailable until you change something.
• If a step still has something missing, Save is dimmed. Click it anyway and Complaia opens the step with the problem and marks the field.
• Revert changes in the header returns the form to the last saved version. Complaia asks first.
• Cancel in the header, or Preview next to the Active switch, returns to the product card without saving.

Some changes need your confirmation when you save, for example removing a variant, adding the first variant, or changing the recipe of a component used elsewhere. The window lists exactly what will happen.

Deactivate a product

1. Open the product and click Edit.
2. Turn off the Active switch at the top of the page. It then reads Inactive.
3. Click Save.

A product that is part of a set cannot be deactivated. Take it out of the set first.

Delete a product

1. Open the product and click Edit.
2. Click Delete product in the header.
3. Type the product's name to confirm, then click Delete.

Deleting is permanent

The product is removed, not hidden. Complaia refuses to delete a product that is part of a set, is on an open order, or still has stock. See When it doesn't work. If you have only stopped selling the product, deactivate it instead.

When you delete a product that has variants, Complaia asks Delete the product together with its variants? and lists them. After you confirm, it removes all of them at once.

Print labels

1. On the Product card, click Print labels.
2. Continue as described in Identifiers & labels.

Preview a product from another screen

Many screens show a product as a name with a small eye icon: order lines, production orders, shipments, invoices and warehouse screens. Use the preview to check that a line points to the right product.

1. Click the product's name.
2. The Product preview window opens. It shows the photos, the SKU, EAN and UPC, the selling price, weight, dimensions, number of parcels, category and attribute values.
3. Click Open product card to go to the full card, or Close.

You do not need access to the product list to use the preview. The price row is shown only if your role may see prices. Open product card is shown only if you have the Products: View permission.

Import a whole catalog

1. On the Product list, click Import products.
2. Work through the four steps: File, Mapping, Import, Result. They are described in Importing products.

When it doesn't work

What you see	Why	What to do
A product with this SKU already exists. Enter a different SKU.	SKU, EAN and UPC must each be unique across your products.	Use a different code, or leave SKU empty to have one assigned.
The product cannot be deactivated because it is a component of a set. Remove it from all sets first.	The product is inside another product's set.	Open that set, remove the product from Set contents, then deactivate.
The product cannot be deleted because it is a component of a set. Remove it from all sets first.	Same reason, when deleting.	Remove it from the sets first.
A product that appears in orders cannot be deleted. Mark it as inactive instead.	An order that is still in progress has a line with this product. Orders that are completed or cancelled do not block deleting.	Deactivate the product, or wait until the order is completed.
A product with stock on hand cannot be deleted. Release or move the stock out of the warehouse first.	There is stock, or a reservation, for this product.	Bring the stock to zero, or deactivate the product instead.
A message that the products of the set are in use in a document, when you delete a set or one of its products	The set's products are reserved, packed in boxes or in production for an open document.	Finish or clear those documents first. The message lists them.
One of the variants appears in orders, so the variant family cannot be deleted. Mark the variant as inactive instead.	You are deleting a product with variants, and one of them is on an open order. The same applies to a variant inside a set or with stock.	Deal with that variant first, or deactivate the product.
Save is greyed out.	Nothing has changed since the last save.	Change something first.
Save is dimmed.	A step still has something missing.	Click Save. Complaia opens the step with the problem. The bar at the bottom also names it.
The Sales column is missing from the list.	Your role may not see prices.	Ask for the Products: Price visibility permission.
The Price section is missing from the form.	Your role may not change prices.	Ask for the Products: Price editing permission.
There is no Print labels button.	The product is a set. A set has no labels of its own.	Print labels from the cards of the products inside the set.

Permissions

To do this	You need
See the product list and product cards, print labels	Products: View
Add a product, import products	Products: Create
Edit a product, deactivate it, manage its order product mappings	Products: Edit
Delete a product	Products: Delete
See prices on the list and the card	Products: Price visibility. Roles that create or edit orders or invoices see prices too.
See and change the Price section in the form	Products: Price editing
Open the Product preview window	Access to the screen you open it from, for example an order. No product permission is needed.

Related

• The product record — every step and field of the form
• Product types & structure · Product variants
• Recipe & production · Pricing · Packaging & parcels
• Identifiers & labels · Importing products
• Categories · Attributes · Components