Brands, products and serial numbers
On this page
The catalogue is everything you sell: the brands you carry, the products with their prices and warranty terms, the serial number of every hearing aid you hold, and the free items you hand out with orders. You find all four in the sidebar group Catalogue; each needs its own permission on the user's role (see Users, roles and sign-in rules).
Brands
Admin → Brands lists the manufacturers you carry, with their logo, country, how many products each has, and the sort order. + Add a brand asks for:
- Brand name (required), Country of origin, Website, Description;
- Logo, shown in the brand list;
- Sort order: lower numbers come first;
- Status: Active or Inactive.
The first twelve active brands, in this order, are named on the public front page under Brands we carry.
Beside each brand: Edit, Disable / Enable, and × to remove it. A brand that still has products cannot be removed; move or remove the products first. Click the product count to see that brand's products.
Seeing brands needs the permission View brands & products; changing them needs Add / edit / delete brands.
Products
Admin → Products lists every product with its brand, MRP, dealer price, warranty and stock. Search by name, model or SKU, or filter by brand and status. A red stock badge means the stock has fallen to the low-stock alert level; the same products appear in the Low stock card on the dashboard.
+ Add a product opens the form in three parts.
The product
| Field | Notes |
|---|---|
| Product name | Required. |
| Brand | From your brand list. |
| Model, SKU / code | Shown under the product name in the lists, and searchable. |
| Category | Optional. This version has no screen for adding categories, so the list stays empty unless categories already exist in the database. |
| Short description, Specification | Free text for your staff and dealers. |
Pricing
| Field | Notes |
|---|---|
| MRP (retail) | The price to the end customer. |
| Dealer price | What a dealer on the dealer price tier pays. |
| Sub-dealer price | What a dealer on the sub-dealer tier pays. |
| Purchase price | Your own cost. Dealers never see it. |
| Unit | pcs by default; pair, box and so on. |
| Stock quantity | For products without serial numbers. Serial-tracked products count their in-stock serials instead. |
Each dealer has a Price tier on their dealer record: Dealer price, Sub-dealer price or MRP. The new-invoice screen, the dealer's catalogue and the dealer's price list all pick the right column by themselves.
Warranty & tracking
| Field | Notes |
|---|---|
| Warranty (months) | The repair cover. |
| Guarantee (months) | Usually means a replacement rather than a repair. |
| Low-stock alert at | The stock level that turns the badge red. 0 switches the alert off. |
| Photo | Shown in the dealer portal. |
| Track individual serial numbers | On by default. Turn it off for accessories such as batteries and domes. |
| Status | Active or Inactive. Inactive products drop out of new invoices and the dealer catalogue. |
Beside each product: Edit, + Serials (for serial-tracked products) and × to remove it. Removing keeps the product in old invoices.
Prices on the product form are the live prices. To change many prices at once, and tell your dealers about it, use a price list: see Price lists.
The stock quantity of a product without serials is not reduced when you invoice it. Keep that number up to date yourself, or use serial tracking where it matters.
Serial numbers
Every hearing aid carries its own serial number, and Admin → Serial Numbers follows each one from your shelf to the end customer. Four tiles at the top count In stock, Allocated, Sold and Replaced; click one to filter.
The life of a serial
| Status | How it gets there |
|---|---|
| In stock | Added to the system, sitting in your central stock. |
| Allocated | Given to a dealer, as stock they hold for you. |
| Sold | Written on an invoice line, registered on a warranty card, or used as a replacement in a claim. |
| Replaced | The faulty unit, after a warranty claim ended in a replacement. |
| Returned, Damaged | Set by hand on the serial's edit form. |
Deleting an invoice puts its sold serials back to Allocated. A sold serial cannot be deleted: mark it returned or damaged instead.
Adding serials in bulk
Press + Add serials (or + Serials beside a product). Choose the Product, optionally a Batch / lot number and the Side (hearing aids): Left, Right or Pair. Paste the numbers into Serial numbers, one per line or separated by commas, straight from the supplier's packing list. Numbers already in the system are skipped and counted in the message.
Allocate straight to gives the whole batch to one dealer at once; leave it on keep in central stock otherwise. Press Add the serials.
Allocating to a dealer
In the list, tick the serials that are In stock (only those have a tick box), choose the dealer under Allocate the ticked in-stock serials to: and press Allocate. The dealer gets a New stock allocated notification and sees the serials under Dealer portal → Products → My stock.
Editing one serial
Edit shows every detail: serial number, product, dealer, status, batch, side, Sold on, Warranty from, Warranty until, Guarantee until and a note. The warranty dates are normally filled in for you, by an invoice or a warranty registration; change them here only to correct a mistake.
Filter the list by serial or batch, product, dealer or status. The list shows the invoice a serial was sold on and its warranty end date.
Free products
Admin → Free Products holds the gifts you bundle with orders: cleaning kits, battery packs, drying boxes. Each has its own stock, kept apart from your products.
+ Add a free item asks for:
- Item name (required), Item code, Description, Photo;
- Stock quantity and Unit;
- Indicative value: what the gift is worth, for your records; on an invoice it is always a zero-priced line;
- Given with: one product, or any product;
- Minimum order quantity (0 = no minimum) and Condition, for example one per pair sold;
- Valid from / Valid to, and Status.
Adding a free item tells every dealer with a New free item available notification. On an invoice, a Free item line always has a price of zero and takes the quantity off the item's own stock. See Invoices and payments.
The conditions and dates are guidance for your staff: the invoice screen does not check them, so whoever writes the invoice decides.