Alegra Accounting allows you to create services and products to organize your inventory, you can create them one by one or import them massively through Excel or Google Sheets to save time.
For example: "The Ideal Company wants to control its inventory, so it creates in Alegra Accounting all its products. This way it can save time tracking the inventory entries and exits.”
In Alegra Accounting you can create your services and products by setting the minimum and maximum amounts of stock. This way you can control your inventory and save time managing your business.
Follow these steps to create new services and products in Alegra Accounting:
Alegra Accounting allows you to create new products or services using its basic information or by configuring the accounting information. Here we explain both methods:
Steps to create services a products using their basic information:
1. Click on the left margin menu “Inventory”.
2. Choose the option “Products and services”.
3. Click on the “New products/services” button.
4. Select the type of item you want to create: product, service or kit.
5. Fill in the form with the required information. Details would be shown ahead.
6. Click on the "Save" button.
Like this:
Complete the form with this information:
Name: Fill in the name that identifies your product or service.
Measurement Unit: Choose the unit according to the item you want to create.
Warehouse: Choose the warehouse or shop in which you want to add the product.
Quantity: Register the initial quantity of the product.
Initial cost: Enter the acquisition cost of your services or products.
Base Price: Enter the retail price before applying taxes.
Tax: Choose the tax associated with the product or service.
Total price: This field shows the retail price your clients will pay for your services or products.
Steps to create new services and products using their accounting information:
1. Click on the left margin menu “Inventory”.
2. Choose the option “Products and services”.
3. Click on the “New products/services” button.
4. Click on the “Go to advanced form” option.
5. Select the type of item you want to create: product, service or kit.
6. Fill in the form with the information required. Details would be shown ahead.
7. Click on the "Save" button.
Like this:
Complete the form with this information:
General Information:
- Name: Fill in the name that identifies your product or service.
- Reference: Enter a code to identify each product, you can use numbers or letters. This code will not be used to register the product code.
- Measurement Unit: Choose the unit according to the product you want to create.
- Items category: Select the category to which your product and/or service belongs.
- Description: Enter additional information about your products, such as size, color or the specifications of a service.
- Upload an image: Use this option to add images to your services or products. You can select one as your favorite to be displayed by default.
- Inventory: Select this option to save your inventory information.
- Negative sale: Select this option to receive an alert when the item you want to sell is out of stock.
Price:
- Base Price: Enter the retail price before applying taxes.
- Tax: Choose the tax associated with the product or service.
- Total price: This field shows the retail price your clients will pay for your services or products.
Inventory Detail:
- Warehouse: Choose the warehouse or shop in which you want to add the product.
- Initial quantity: Register the initial quantity of your products.
- Minimum quantity: Register the minimum quantity in order to control your inventory and avoid having an empty stock. Once the minimum quantity is reached, the system will send an alert to let you know that you must restock.
- Maximum quantity: Register the maximum items of your inventory to avoid the excessive stock.
Price Lists:
- Price lists: Select price lists with a standard value.
- Amount: Apply a discount on the service or product base price.
- Custom Fields: Add customizable fields to include additional information to your services or products.
Accounting Configuration:
- Income Account: Select the accounting account you want to use to register the sales of the new service or product. New items will be associated by default to the “Sales”' account, but you can change this information later.
- Inventory account: Select the ledger account in which the values of inputs and outputs will be registered.
- Inventariable purchase account: Select the ledger account in which the value of the cost of sales of the item will be registered.
Follow these steps to import products and services:
1. Click on the left margin menu “Inventory”.
2. Click on the "Item management" option.
3. Go to the “Import new ones” section and click on the “Import” link.
4. Download and fill the Excel file with your products and services information.
5. Save the Excel and name it “Libro de Excel”.
6. Go back to Alegra, and click on the “Select file” button. Then choose the Excel file you saved and click on the “Import” button.
7. Select the condition of your items. You can choose “Inventory Items” for your products and “Non-inventory items” for your services.
8. Select the columns with the data you wish to import. For example, Name= name of your products.
9. Click on the “Import” button to save all the items in Alegra.
Like this:
Important:
- You cannot change the column order. Please be careful not to add new columns, rows or cells.
- The "Reference" column is used by the system to identify your products or services, so you must keep this data as it appears in the original Excel file.
If you have doubts about this or other processes in Alegra, our support team is ready to help you.
