📄 Setting up a New Product in Odoo

Setting Up a New Product in Odoo

This is a Product data card let's review the common fields. 

1. Is the product name this is an internal field that is mainly used for search in the search bar without any of the filters like manufacturer or manufacturer part number. 

  • ​We have created a product name generator which you can access here: https://new-product-setup-chatbot.zapier.app to assist in setting up new product names in the correct format. You can also use the generator to help select the product type and category. 
  • Under product name are four check box fields. Generally, you will want to set products so they can be purchased and sold as a default. If you don't mark them as can be purchased they will not show up in the purchasing app. 

2. This is the General Information Tab. You can see there are several other tabs which we will cover below. 

3. This is the product type field. The options are: 

  • ​Storable Product: This is for physical products that can be put on the shelf and inventoried. Most products will be in this type.   
  • ​Consumable: This is for physical products but were we don't want to inventory the product or track its costs. Think of things like paper clips. This is also used for items that need to be shipped out with paperwork but 
  • ​Service: This is a non-physical product that cannot be stored. Be careful as these items cannot be received or shipped by shipping and receiving. This option is rarely chosen.

4. This is the invoicing policy. The options are:

  • ​On Delivered Quantities: This means we will bill the product only when delivered. This is the default setting. You should almost always use it. 
  • ​On Ordered Quantities: This means we will bill the product when ordered. Don't worry you can still make orders as pre-paid elsewhere. This is the default setting. 

5. Unit of measure is how we buy and sell. For simplicity we should default always to each. You can use the description fields to note what each means for example case of 4, lbs of media etc. 

6. Purchase unit of measure should also be defaulted to Ea. 

7. Product Category is the type of system the product is used on Like WM, OWS, ST, EC, OP etc. Use the generator here: https://new-product-setup-chatbot.zapier.app to decide what category to use. 

Legend:

WM- Watermaker (HWM) , Media Skid (MMF) , Pressure Set (PS)

OWS- Boss 

ST- Crapzapper ( CZ)

EC- Electro-chlorination 

OP- H2O Omnipure parts ( part #s starting with H-)

  • Majority of items being set up should be the Product Line ( WM, OWS, ST, EC, OP) - Parts. 
  • For Equipment, Use the corresponding Product line - Equipment as your selection.
  • Use All (Storable) when the part is something that is counted in inventory and could be used in multiple Product Lines ( ie: PVC , Poly-flo fittings, pipe fittings). 
  • Use All (Consumable) when your Product Type is Set up as a Consumable and the part isn't something that needs to tracked/counted in inventory.
  • If you do not see your category from the drop down , select the Search More button like below 


8. The internal reference is a unique identifier for the product. It will be automatically generated when you save the product. This field will be copied to the barcode field as well for the product barcoding. *** If you feel may be a  product that was already created in SAGE, please check and change the Internal reference and barcode to match SAGE part number. The reason is that our customers have the SAGE part numbers for existing jobs and will request them that way. If the product was not in SAGE, please leave the part number as the auto generated part number ( ex: H2O-2155)

9. The manufacturer is the actual manufacturer of the product. Be sure not to use the vendor in this field that will be entered in the Purchasing tab. For Example. If we are buying a Yokogawa transmitter from Instruments.com this field should be Yokogawa not instruments.com. If the product is made by H2O like a skid, custom weldment etc. use H2O. If the item you are creating has multiple manufacturers (ie: Bolts, screws, crates, o rings, pipe fittings, gaskets ,or paint ) use N/A.

10. The manufacturers part number is the part number that the actual manufacturer uses for the product again do not use the vendors part number here if its different as that will go in the purchasing tab.  If the product is made by H2O like a skid, custom weldment etc. use the actual drawing # of the part as the part # (ie: Drawing#1234567Rev1) If the item you are creating has multiple manufacturer part #s (ie: Bolts, screws, crates, o rings, pipe fittings, gaskets or paint) use commodity as the part #.

*TIP- if the item you are creating has a website link, please copy and save the link into the chatter of the product. This will help you or the next person locate it faster. You can also upload datasheets of the product in the chatter as well. 

Sales Tab

The sales tab has one important field called Sales Description the text in this field will show up on any sales quotes for the product. This is what the client will see on the sales quotes and documents. Also, do not copy word for word the description that the Vendor or Website has. We want this field to give enough information so that it tells the customer what they are getting while also making it hard for them to find it on the internet to purchase. 

  • ​DO NOT PUT MANUFACTURER PART #s IN THE SALES DESCRIPTION

Purchase Tab

The purchase tab is where you will enter the actual vendor/vendors that you plan to make a RFQ, Call for Tender or make a PO to. If there are several vendors the system will default to the first vendor on the list to send a RFQ or PO to. This is where you will put the most recent cost and lead time from new quotes. This needs to be updated every time you get a new quote and MUST BE updated prior to issuing POs to vendors as that information for the PO is populated from these fields. Also, before issuing any PO, the vendor MUST BE on our Approved Supplier Master list  QDM05.06 Approved Supplier Master List. IF they are not on the list please follow the proper steps from the KNOWLEDGE on Setting Up a New Vendor in the Purchasing section.

The fields include: 

  1. Vendor this is the vendor company name .Be sure to select the COMPANY of the vendor and not an INDIVIDUAL. The company is who the PO should be made out to. If you are unsure, select the Arrow next to the vendor name and it will tell you if it is the ​Company or Individual. This Vendor should also be on the approved Vendors list.
  2. Vendor Product Name this is what the vendor calls the product which may differ from the manufacturers product name
  3. Vendor Product Code this is the part number that the vendor uses for the product which again may differ from the manufacturers part number
  4. Unit of Measure this should be defaulted to each. If bought in case make sure the product name denotes each case of X
  5. Price: This is the vendors price for the product. When sending an RFQ this is blank when ordering via PO you will need to enter here. 
  6. Currency This is the currency of the vendors quote. 
  7. Delivery Lead Time This is the vendors proposed lead time to supply the product.  
      1.  TIP: The lead time is days and include weekends (7 Days = 1 Week not 5 Working Days) It is recommended to add 7 days to the quoted delivery to allow for ordering time and weekends. 
  9. Purchase Description: This field is used to note any special requirements like MTRs, Testing Data etc. 
  10. Control Policy should default to on received quantity meaning we will pay for the product when received. 
  11. More data fields - anytime you see this symbol on a list in Odoo its how you can turn on or off more fields. In case some are missing.
  12. Warning Message - Allows you to enter a warning message for the product you have setup. This is a very valuable tool to remind you to do certain actions before sending an RFQ or purchase order (For example: Add lines for MTRs, Test Reports, Send Paint Specifications Etc.) This can help avoid mistakes when ordering items. When you enter a warning message a pop-up will appear on the screen requiring the purchaser to read and acknowledge it before sending the PO.

Additional:

*Can Be Sold-   If it is checked, you will be able to select the product in the Sales Order Lines. This needs to be always be checked if you are creating a sales order. 

*Can be Purchased-  If it is checked, you will be able to select the product in the Purchase Order Lines. You would uncheck this if the part is not to be purchased by H2O. Example of this would be a part that you need to ship out for documentation purposes ONLY ( Like a skid or a part for a project that we aren't billing for). Can be Purchased would also be unchecked if the part has a Bill of Materials.

Warning Message Example:

Inventory Tab

1. Customer Leadtime this is the number of days that will be used to calculate the estimated ship date to the client. It should be the vendor lead time + 5 Days for us to receive, repack and ship the product. 

2. Location - Only for Stock Items with planned Inventory levels. Check with Inventory Clerk for Location

3. Routes - This is instructions for Odoo on how to handle the operations associated with the product. The default should just be Buy. Manufacture will be selected where the part has a Bill of Materials and be represented with the following 



For items purchased that come with additional free items, please follow steps below when setting up:

For SO's:
If items are included free of charge and are not setup in Odoo, they must be listed in the notes section of the SO. Also, set a warning message in "Warning when Selling this Product" to add instructions to the pick of what items are shipping free of charge.

For PO's: 
If items are included free of charge with the purchased item, a warning message must be set on the purchase tab of the product listing parts and quantities of the free items that will be included. This same information will then be set on the description for receipts on the inventory tab.


If you are in doubt on any fields be sure to ask for help! 

If products are setup incorrectly or duplicated due to poor search it will be a lot of work to fix and the purchase orders will be incorrect​

VIDEO ( work in progress)