TASBooks - Product records and groups

Before you can create sales invoices, you need to enter the details of the products and services that you'll sell. Once you create your product and service records, you'll only have to update them when the product details change, such as a price increase. The individual product and service records contain all the standard information of the products and services that you or your company supplies and sells.

The TASBooks supports four different product types:

  • Regular stock Items.
  • Non-Stock items for services.
  • Items not for sale, such a samples and display items.
  • Assembly type stock items.

You can divide your products into groups in TASBooks using whatever criteria suits you business. Once you have created product groups you can view a monthly summary per group as well as run reports per product group.

The following steps contain everything you need to create and edit your product records and groups in TASBooks.

Adding or editing a product record

  1. Depending on your TASBooks licence, select one of the following option:

    • Stock > Products and Services > Maintain Products/Services.
    • Products > Products and Services > Maintain Products/Services.

  2. Code > enter a code for the new product. Alternatively, to edit an existing product > click into the Code box > press F2 > select the relevant product code from the list.
  3. To show discontinued products, select the Show discontinued check box.
  4. Desc > enter a description of the product.
  5. Bin > enter a number, if applicable.
  6. Tip: You can use bin numbers to sort your products when running a Stock Take report.

  7. General Information tab > General > complete the following information:
  8. Product Type Choose the appropriate product type, for example, choose Regular Stock Item from the first product type drop-down then Goods from second drop-down list.
    VAT Rate Choose the appropriate VAT rate for this product.
    Group Choose the appropriate product group.
    Rev Chg If this product is liable for the Reverse Charge VAT rules, select this option.
    Discontinued If this product has been discontinued, choose Yes. Alternatively, choose No.
    Commission Choose whether or not commission should be given to any salesperson you have set up in TASBooks.

    Note: For commission to calculate in TASBooks, you must set this option to Yes for all relevant products.

    Bar Code Enter the bar code of the product, if applicable.
    Unit Desc Enter the appropriate unit description for the product, if applicable.
    Alternative Enter the details of an alternative product, if applicable.

    Note: You can choose to use this alternative product on a sales order, when this one is out of stock.

    Standard Cost Enter the standard cost price of this product.
    Last Cost This is the price that was paid for this product when you last purchased it.
    Average Cost This is the average of all the prices you paid for this product.
    Quantity on Disp Enter the standard cost price of the product.
    Quantity in This is the average of all the prices paid for this item.
    Stock Value This field updates the value automatically as this product is bought and sold.
  9. Retail Pricing > enter the price of the product.

    Tip: This is the VAT-inclusive retail price. This will be the default-selling price to any customer whose price field has been set to 4 – Retail VAT-Inclusive in the customer record. VAT calculates on a Total – VAT= Net basis.

  10. Standard Pricing > complete the following information:
  11. Retail (Ex-VAT) Enter the retail price excluding VAT.

    Tip: This will be the default-selling price to any customer whose rice field has been set to 1– Retail in the Customer Record.

    Trade Enter the trade price.

    Tip: This will be the default selling price to any customer whose Price field has been set to 2 – Trade in the Customer Record.

    Wholesale Enter the wholesale price.

    Tip: This will be the default selling price to any customer whose Price field has been set to 3 – Wholesale in the Customer Record.

  12. Quality Discounts > if you want to offer your customers a discount depending on the quantity of the product they purchase > complete the following information:
  13. Sell Price 1 Enter the price and the quantity required.

    Tip: This will be the default selling price if the customer purchases an amount less than the first quantity discount break figure.

    Sell Price 2 Enter the price and the quantity required.

    Tip: This is the first quantity break figure and will be the default selling price if the customer purchases more than the first quantity discount break figure, but less than the second quantity discount break figure.

    Sell Price 3 Enter the price and the quantity required.

    Tip: This is the second quantity break figure and will be the default selling price if the customer purchases more than the second quantity discount break figure, but below the third quantity discount break figure.

    Sell Price 4 Enter the price and the quantity required.

    Tip: This is the third quantity break figure and will be the default selling price if the customer purchases a quantity above the third quantity break figure.

  14. Nominal/Supplier/Intrastat tab > Nominal Ledger Distribution > check or complete the following information:
  15. Sales A/c - 1 Enter the nominal account you would like any sales for this product to be posted to and the percentage of the sale to be posted to this account.

    Tip: You can enter up to three different sales accounts for the same product. If you have more than one sales account you will need specify the percentage of the sale you would like posted to each account.

    Sales A/c - 2 Enter the second nominal account and the percentage of the sale to be posted to this account.
    Sales A/c - 3 Enter the third nominal account and the percentage of the sale to be posted to this account.
    Cost A/c Enter the nominal account you would like the cost of sales of this product to be posted to.

    Note: This option is only available if you have the Purchase Order and Stock Control module.

    Stock A/c Enter your stock nominal account code here.

    Note: This option is only available if you have the Purchase Order and Stock Control module.

  16. Intrastat Details > enter the following information, if applicable:
  17. UNSPSC Number Enter the UNSPSC code if applicable.

    Tip: UNSPSC (United Nations Standard Product and Services Code) is an international standard for classifying products and services. Sometimes large corporations and Government Departments require their suppliers to use UNSPSC to speed procurement and for statistical purposes.

    Intrastat Select this option if this product should be included on Intrastat reports.
    EC Commodity Enter the EC commodity code if applicable.
    Country of Origin Enter the country of origin for this product if applicable.
    Supplementary Units Enter the Supplementary Units value if applicable.
  18. To store any general documentation about the product > Documents tab > Add Document > enter the location of the document > choose whether you want to move or copy the documentation into your TASBooks data folder or leave it in the current location > OK.
  19. To save the product record > Save.
  20. Note: If this is a stock item and you have the Stock Control module, you'll be asked if you want to enter stock opening balances. If you want to do this now, click Yes.

Creating product groups

To create a product group

  1. Depending on your TASBooks licence, select one of the following option:

    • Stock > Products and Services > Maintain Products Groups.
    • Products > Products and Services >Maintain Products Groups.

  2. Group > enter a code > Description > enter a name for the group.
  3. Save > when prompted, to continue > Yes.

To add a product to a group:

  1. Depending on your TASBooks licence, select one of the following option:

    • Stock > Products and Services > Maintain Products / Services.
    • Products > Products and Services >Maintain Products / Services.

  2. Code > press F2 on your keyboard > select the relevant product.
  3. General Information tab > General > select the group link.
  4. Locate and select the group > Save > when prompted, to continue > Yes.
  5. Repeat steps 2 to 4 for all products you want to add to this group.

The following steps contain everything you need to create and edit your product records and groups in TASBooks.

Adding or editing a product record

  1. Depending on your TASBooks licence, select one of the following option:

    • Stock > Products and Services > Maintain Products/Services.
    • Products > Products and Services > Maintain Products/Services.

  2. Code > enter a code for the new product. Alternatively, to edit an existing product > click into the Code box > press F2 > select the relevant product code from the list.
  3. To show discontinued products, select the Show discontinued check box.
  4. Desc > enter a description of the product.
  5. Bin > enter a number, if applicable.
  6. Tip: You can use bin numbers to sort your products when running a Stock Take report.

  7. General Information tab > General > complete the following information:
  8. Product Type Choose the appropriate product type, for example, choose Regular Stock Item from the first product type drop-down then Goods from second drop-down list.
    VAT Rate Choose the appropriate VAT rate for this product.
    Group Choose the appropriate product group.
    Rev Chg If this product is liable for the Reverse Charge VAT rules, select this option.
    Discontinued If this product has been discontinued, choose Yes. Alternatively, choose No.
    Commission Choose whether or not commission should be given to any salesperson you have set up in TASBooks.

    Note: For commission to calculate in TASBooks, you must set this option to Yes for all relevant products.

    Bar Code Enter the bar code of the product, if applicable.
    Unit Desc Enter the appropriate unit description for the product, if applicable.
    Alternative Enter the details of an alternative product, if applicable.

    Note: You can choose to use this alternative product on a sales order, when this one is out of stock.

    Standard Cost Enter the standard cost price of this product.
    Last Cost This is the price that was paid for this product when you last purchased it.
    Average Cost This is the average of all the prices you paid for this product.
    Quantity on Disp Enter the standard cost price of the product.
    Quantity in This is the average of all the prices paid for this item.
    Stock Value This field updates the value automatically as this product is bought and sold.
  9. Retail Pricing > enter the price of the product.

    Tip: This is the VAT-inclusive retail price. This will be the default-selling price to any customer whose price field has been set to 4 - Retail VAT-Inclusive in the customer record. VAT calculates on a Total - VAT= Net basis.

  10. Standard Pricing > complete the following information:
  11. Retail (Ex-VAT) Enter the retail price excluding VAT.

    Tip: This will be the default-selling price to any customer whose rice field has been set to 1- Retail in the Customer Record.

    Trade Enter the trade price.

    Tip: This will be the default selling price to any customer whose Price field has been set to 2 - Trade in the Customer Record.

    Wholesale Enter the wholesale price.

    Tip: This will be the default selling price to any customer whose Price field has been set to 3 - Wholesale in the Customer Record.

  12. Quality Discounts > if you want to offer your customers a discount depending on the quantity of the product they purchase > complete the following information:
  13. Sell Price 1 Enter the price and the quantity required.

    Tip: This will be the default selling price if the customer purchases an amount less than the first quantity discount break figure.

    Sell Price 2 Enter the price and the quantity required.

    Tip: This is the first quantity break figure and will be the default selling price if the customer purchases more than the first quantity discount break figure, but less than the second quantity discount break figure.

    Sell Price 3 Enter the price and the quantity required.

    Tip: This is the second quantity break figure and will be the default selling price if the customer purchases more than the second quantity discount break figure, but below the third quantity discount break figure.

    Sell Price 4 Enter the price and the quantity required.

    Tip: This is the third quantity break figure and will be the default selling price if the customer purchases a quantity above the third quantity break figure.

  14. Nominal/Supplier/Intrastat tab > Nominal Ledger Distribution > check or complete the following information:
  15. Sales A/c - 1 Enter the nominal account you would like any sales for this product to be posted to and the percentage of the sale to be posted to this account.

    Tip: You can enter up to three different sales accounts for the same product. If you have more than one sales account you will need specify the percentage of the sale you would like posted to each account.

    Sales A/c - 2 Enter the second nominal account and the percentage of the sale to be posted to this account.
    Sales A/c - 3 Enter the third nominal account and the percentage of the sale to be posted to this account.
    Cost A/c Enter the nominal account you would like the cost of sales of this product to be posted to.

    Note: This option is only available if you have the Purchase Order and Stock Control module.

    Stock A/c Enter your stock nominal account code here.

    Note: This option is only available if you have the Purchase Order and Stock Control module.

  16. Intrastat Details > enter the following information, if applicable:
  17. UNSPSC Number Enter the UNSPSC code if applicable.

    Tip: UNSPSC (United Nations Standard Product and Services Code) is an international standard for classifying products and services. Sometimes large corporations and Government Departments require their suppliers to use UNSPSC to speed procurement and for statistical purposes.

    Intrastat Select this option if this product should be included on Intrastat reports.
    EC Commodity Enter the EC commodity code if applicable.
    Country of Origin Enter the country of origin for this product if applicable.
    Supplementary Units Enter the Supplementary Units value if applicable.
  18. To store any general documentation about the product > Documents tab > Add Document > enter the location of the document > choose whether you want to move or copy the documentation into your TASBooks data folder or leave it in the current location > OK.
  19. To save the product record > Save.
  20. Note: If this is a stock item and you have the Stock Control module, you'll be asked if you want to enter stock opening balances. If you want to do this now, click Yes.


To create a product group

  1. Depending on your TASBooks licence, select one of the following option:

    • Stock > Products and Services > Maintain Products Groups.
    • Products > Products and Services >Maintain Products Groups.

  2. Group > enter a code > Description > enter a name for the group.
  3. Save > when prompted, to continue > Yes.

To add a product to a group:

  1. Depending on your TASBooks licence, select one of the following option:

    • Stock > Products and Services > Maintain Products / Services.
    • Products > Products and Services >Maintain Products / Services.

  2. Code > press F2 on your keyboard > select the relevant product.
  3. General Information tab > General > select the group link.
  4. Locate and select the group > Save > when prompted, to continue > Yes.
  5. Repeat steps 2 to 4 for all products you want to add to this group.

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