Open CAPPS

Create a product

Version 2026.11 Reading time: 5 min Permission required: Create and edit

A product record stores, once and for all, the description, the price and the VAT rate of an item you sell. You then reuse it in one click in your quotes and invoices.

Before you start

  • Creating a product requires the Create and edit permission. Without it, the Product and Service buttons do not appear on the page.
  • The catalog belongs to your branch: a product created in one branch does not appear in the others.

Steps

  1. Open Products & Services and click Product (tooltip New Product).

  2. In Status & Identification, enter the Product Code and the Designation (required, 50 characters at most). If needed, add an Invoice Description (150 characters at most). Show Barcode and Show Supplier Reference display these two fields.

  3. In Price & Pricing, enter the Sale Price Excl. Tax (required) and, if you track it, the Purchase Price Excl. Tax. Choose the VAT Rate (%) from the list. The Sale Price Incl. Tax is calculated automatically.

  4. If you track quantities, open Stock & Promotion (Show Stock/Promo), turn on Manage Stock and fill in Current Stock, Min and Max.

  5. In Classification & Units, enter the Sale Unit (for example “piece” or “liter”) and, if needed, the Purchase Unit and the Conversion Coeff..

  6. Leave Active Product on so that the product is offered in your documents, then click Save. The “Product saved successfully” message confirms the creation, and the record stays open for editing.

Collapsible cards (Collapse / Expand) and hidden fields keep their state from one record to the next: collapse what you never use.

The VAT rate

The list offers your company's active VAT rates. An older record whose rate is no longer in the list shows it with the “not in list” label and the message “… is not one of the company's VAT rates: choose a rate from the list.”.

CAPPS refuses to save in these cases:

  • empty required field: “Required fields:” followed by the fields to complete;
  • negative price: “Price cannot be negative.”;
  • Max Discount (%) outside 0 to 100: “The maximum discount must be between 0 and 100%.”;
  • new VAT rate not in the list: choose a rate from the list, or have the rate added in Settings > Legal;
  • code or description already used in the branch, products and services combined, regardless of case: “The code '…' is already used by the item '…'.” or “The description '…' is already used by another item (Code: …).”. Open the existing record rather than creating a duplicate.

A purchase price higher than the sale price does not prevent saving: CAPPS shows “Purchase price above sale price: negative margin.”, then saves the record with a warning. If you keep an old VAT rate that is not in the list, the record is saved, but a document that uses this rate cannot be validated.

Edit a record

On the Products & Services page, click Open record (view / edit) on the product's row or card. The title becomes Edit Product followed by the description, with badges for the code, the Active or Inactive state and, if stock is tracked, the quantity in stock. Make your corrections, then click Save.

To sell a service (hour, day, flat rate), create a service instead: see Create a service.