Products and pricing

You add a product via Products › Add product and enter at least the name, product group, VAT code and price.

1. If needed, create the product group, VAT code and unit first.
2. Choose Add product and enter the name, group, VAT and price.
3. Set whether stock is tracked and, if needed, choose a warehouse or location.
4. Add a barcode, supplier, image and till visibility.
5. Save and test searching, scanning, the price and stock behaviour.

A product can also have an item number, purchase price, short and long description, extra fields and a till button, among other things.

Besides regular products, Count-IT supports variations, product options, bundles, linked products, open-amount products, weighed products with fractional quantities and products with serial numbers.

• Variations and options, for example for sizes and colours (setting Use variations).
• Bundles for configurable products and linked products for a fixed set.
• Open amount: the price is entered at the time of sale.
• Weight and fractional quantities, such as 0.5 or 1.25.
• Serial numbers for tracking individual items.

With the Product type field you can also choose Physical (default), Service, Shipping costs or Payment. This field is hidden by default; switch it on via Settings › Visible fields › Products. Only physical items count towards the item weight.

You create an open-amount product by switching on the Is open amount option on a regular product; the price is then entered at the time of sale.

1. Create a product with the correct product group and VAT code.
2. Leave the fixed selling price empty or at the value intended for this.
3. Switch on Is open amount and save.

Then test whether the staff who sell the product also have permission to enter a price. Without that permission, the price cannot be entered at the till.

For a fixed set of products you use linked products; for a product the customer puts together themselves you use bundles and product options.

• Linked products: switch on the Show linked products setting and link the components to the main product.
• Bundles: switch on Use bundles to create configurable product bundles.

Decide in advance whether stock should change on the main line, on the components or on both, and test this with a trial sale. With the Use stock of parent product setting, variants or linked products can also share a single stock source.

With the Use serial numbers setting, Count-IT records individual serial numbers per product.

There are also two additional settings:

• FIFO warning: warns when an older serial number or batch should be processed first.
• Block new serial number on sale: you can only sell a serial number that is already known in stock.

Serial numbers can also be used with repairs, so you can see which device is involved. If a product's stock cannot be changed, also check whether serial number rules are blocking it.

Yes. The Use fractional quantities setting allows quantities such as 0.5 or 1.25, and Count-IT supports weighed products.

With Fractional by default, new products are created as fractional straight away. For weighed products, a separate setting determines whether delivery and stock are recorded as a quantity or as a quantity plus weight.

For volume pricing: a base tier with quantity 1 also applies to positive quantities below 1; higher tiers only apply from their own quantity. If you want to weigh directly at the till, read more about the scale integration.

You create a price list in the financial master data under Price lists, and decide whether the list applies to everyone or only to linked customers.

1. Add the price list and indicate whether it applies generally.
2. Add products or product groups with a price or discount.
3. Add validity periods if needed.
4. Link customers if the list is not general.
5. Test with a customer, without a customer and with an explicitly chosen price list.

Note: a price list without linked customers does not automatically apply to everyone. Mark the list as general for that. In the overview, the Customers column then shows All for a general price list.

Count-IT uses the first valid price in this order, unless Use lowest price is switched on:

1. a direct customer price on the product;
2. a product rule, then a product group rule, from one of the customer's price lists;
3. a product rule, then a product group rule, from the chosen default price list;
4. a product rule, then a product group rule, from a general price list;
5. the regular product price with any applicable product or customer discount.

Within the same step, the chosen unit takes precedence, then the highest valid volume tier and then the lowest final price. Price rules in another currency are first converted to your company's default currency. The same order applies at the till, on documents and in the customer order list.

With volume (tiered) prices you give a lower price from a certain quantity; Count-IT automatically picks the highest tier that fits the quantity.

A base tier with quantity 1 also applies to positive fractional quantities below 1. Higher tiers only apply from their own quantity. If you change the quantity on a quote, order, invoice or till line, the price is recalculated for the new quantity.

If a product has several price units, Count-IT asks which unit applies when you first select it. On a later change of quantity that unit stays active and the tier price is calculated within the same unit. In the customer order list, too, a changed quantity can immediately result in a different tier price.

With Use lowest price, Count-IT calculates all valid price sources and picks the lowest final price, regardless of the normal priority order.

Without this setting, the first valid match in the fixed order determines the price (customer price, customer price list, default price list, general price list, regular price).

A final price of zero is valid if it demonstrably comes from a positive base price, for example through a 100% discount. A standalone zero price without a positive basis does not beat a valid positive price. Older, superseded price rules do not count: for duplicate rules, the most recent start date applies first.

A fixed price list price is the selling price straight away; no product or product group discount is automatically added on top.

• Discount rule (percentage or fixed): calculated from the positive base price of that rule, or otherwise from the regular product price. Without a positive basis, the discount is not applied.
• Mark-up rule: calculates the selling price from the purchase price plus the mark-up percentage, so it can end up above the regular selling price. Without a positive purchase price, the mark-up is not applied.

If a product is set to No discount, a fixed product rule, a mark-up rule and a manually entered discount remain possible. Automatic discount and product group rules are then not applied.

Use the Price check tool on a product: choose a customer, quantity, unit and optionally a price list, then click Calculate price to see the price Count-IT calculates.

Under Details you can see which price rules exist for this product, whether they are active within their validity period and whether the price list applies to this customer. An active rule is not necessarily applied: priority and price selection determine the result.

Also check, in turn, the base price, VAT display, chosen price list, customer link, general price lists, validity period, volume tier, discount and the Use lowest price setting. Check, too, whether online and offline data have been synchronised recently.

You import products by choosing Import in the product overview, mapping the columns and selecting matching fields.

1. First export the existing data as a reference.
2. Choose the worksheet and header row and map the columns.
3. Choose add and edit, add only or edit only.
4. Choose a unique and stable matching field, such as the item number.
5. Test with a few rows, check the preview and then run the full import.

Make sure the product group, VAT, unit and stock fields are matched correctly. An Excel export can contain up to 10,000 records; choose CSV for larger selections.

You prevent duplicate products with unique item numbers and barcodes, and by always using the same matching fields when importing.

With the Enforce unique barcode setting, the same barcode cannot be linked to several products; Notify on existing barcode warns you when you enter a known barcode.

To find existing duplicates, use the Same values filter in the product overview. It shows products with the same item number, barcode, supplier item number or extra field; empty values do not count as duplicates. If necessary, make a duplicate product inactive and do not delete it manually. If there are existing transactions or integrations, contact support.

Open Products, choose Import images in the More menu (three dots) and upload an Excel/CSV file with links, a ZIP file or individual images.

• Excel/CSV: choose for each column whether it contains the product ID, item number, barcode or external URL. Each row is one image.
• ZIP or individual files: Count-IT matches by file name to product ID, item number or barcode. The file ABC-123-back.jpg first searches for ABC-123-back, then ABC-123 and then ABC.

Choose Skip or Replace for products that already have images. No new products are created. Store item numbers and barcodes as text to keep leading zeros.

Yes. In the image field, click the link icon next to the camera icon (Add link) and paste a direct public HTTP or HTTPS link to the image file.

The link must be reachable without logging in; a link to a web page is not an image file. You can use links and uploads side by side.

Count-IT only stores the link. If the external source changes or disappears, the image changes or disappears too. An external original cannot be cropped or resized in Count-IT. If adding fails, check the link, the file type and the file size, or use a regular upload.

Via Settings › Visible fields you decide which columns and input fields a user or permission group sees.

This lets you hide fields per permission group that are not relevant to those staff. Some product fields are off by default and are switched on here, for example Product type, Weight and Dimensions (length, width and height).

Hiding a field does not delete the data. Do change visible fields with care, though, as users may think data is missing. Check the result with a normal user account.

Yes. When editing a product group, set Active to No; the group can then no longer be chosen for new products.

The product group list shows only active groups by default. With the Active filter you choose Yes, No or All.

Products already in an inactive group keep their link and remain in the product overview. When you edit such a product, its current inactive group stays available. When exporting from the product list, Selection takes over the Active filter; choose All to export without the list filters.