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Products and Services

Look up any Xero product, track its stock, and adjust or import stock levels.

Overview

Products and Services lists the products and services from your Xero organisation. Click one to see its prices and groups. For a tracked product, Smartworks also keeps a stock record: every purchase, receipt, job use and adjustment, with the quantity on hand after each one.

The Products list with search filters, beside the Product Details pane

Finding a product

Filter What it does
Search Finds products by the text you type.
Product Group Shows the products in one product group.
Non-Tracked Shows the products whose stock is not tracked.
Deleted Shows products deleted from Xero that still have stock records.

Click Search to apply the filters, or Clear to reset them. The list shows Code, Name, On Hand and Incoming, and marks deleted products Deleted. Click a row to open it in Product Details.

Product Details

Product Details for a tracked product, with its prices, switches and stock list

The pane shows the product code and description, and icons for Can be sold and Can be purchased. Below are Quantity on hand, Incoming, Cost Price, Sell Price and Product Groups. Quantities read N/A for a product that is not tracked.

Two switches change the product as soon as you click them:

  • Tracked? starts or stops stock tracking for the product.
  • Excluded from COGS leaves the product out of your cost of goods sold.

A product deleted from Xero shows Deleted from Xero.

Stock for tracked products

A tracked product lists its stock movements, with Type, Date, On Hand, Incoming, Job, PO #, Supplier and Received. The job and purchase order numbers link to them.

In the Received column, Receive books in a purchase order that has not arrived yet. A green tick means it has been received. Click the information icon beside Type, View stock type reference, to open Stock Type Reference, which explains each kind of movement.

A product that is not tracked shows This product is not being tracked. Enable tracking to view stock movements.

Adjust Stock

Adjust Stock, at the top of Product Details, corrects the stock on hand for a tracked product. It appears only for tracked products that have not been deleted.

Step by step: adjust stock on hand
  1. Open the product in Product Details.
  2. Click Adjust Stock.
  3. Choose a date in Date (Optional), if the adjustment is not for today.
  4. Enter the change in Adjustment, such as 5 to add or -2 to remove.
  5. Enter the reason in Note:.
  6. Check Updated Stock On Hand.
  7. Click Save.

Import Stock

Import Stock, at the top of the Products list, loads stock quantities from a CSV or text file. The file has these columns:

  1. Product code - Required, the product’s code.
  2. On hand quantity - Required, the stock on hand.
  3. On order/incoming quantity - Optional, the quantity on order.
Step by step: import stock
  1. Click Import Stock.
  2. Choose a Date (Optional), if the quantities are not for today.
  3. Click Select file and choose the file.
  4. Click Import CSV.

When the import finishes, it shows Total rows imported and Products imported, and lists any rows with errors.

See also