How to add a tracked product on the Riwaa platform

The methods of tracking products in the inventory system vary, such as tracking by batch number or serial number. The Riwaya platform allows you to use these methods to manage inventory accurately. In this article, you will learn the steps to add tracked products on the platform.

#What are tracked products?

They are products whose inventory is tracked using special identification numbers, such as:

• Tracking by batch number: A number that distinguishes each batch of products manufactured at the same time, to track them from their production date until their expiration date, such as medicines and food products.

• Tracking by serial number: A code consisting of numbers and letters that distinguishes each piece from another, used only once to track the product from its entry into inventory until its sale, often used with high-value products such as electronics and jewelry.

#Basic Definitions:

• SKU (Stock Keeping Unit): A unique code for the product consisting of numbers or letters, not repeated on another product. You can add it according to the indexing system in your establishment, or generate it from the platform.

• Barcode: A set of numbers that distinguish products from each other.

• Initial Cost: The amount paid to the supplier to purchase or manufacture the product, helping to calculate net income.

• Initial Quantity: The quantity available to you of this type of product.

• Retail Price: The selling price of a single unit to the customer.

• Wholesale Price: The selling price in large quantities, usually lower than the retail price.

• Last Purchase Price: The last purchase price of the product from the supplier, considered as the initial product cost.

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#Steps to Manually Add a Tracked Product

#Step One: Choose the Product Type

1. Go to Products and Inventory > Products > New Product.

2. Choose the product type: Single-type product.

#Step Two: Add the Main Information

1. Product Name.

2. SKU (Stock Keeping Unit).

3. Barcode (optional).

4. Description (optional).

5. Product Images (optional):

• Click on "Search for Images."

• Choose the image or group of images you have and add them to the platform.

• When adding more than one image, check (✔) the main image to appear on the cashier screen.

#Step Three: Choose the Tracking Type

1. Check (✔) the option (Track Product).

2. Choose the tracking type: Batch number or serial number.

#Step Four: Add Product Quantity and Price

• Initial Cost.

⚠️ Note: The initial cost cannot be added or modified manually after saving the product data.

Initial Quantity: You will enter it manually after saving. Or add it later through purchase invoices.

• Retail Price.

⚠️ Note: Set tax settings (inclusive or exclusive) before uploading products. For steps, click here.

• Wholesale Price (if any).

• Last Purchase Price.

• Choose the sales tax type.

#Step Five: Classify the Product

• Product Category:

  Choose the product category, or click the (+) sign and add a new category. For more details on how to add categories, click here.

ℹ️ Note: Determining the category helps you divide products on the sales screen and know the sales of each category through the sales report by categories.

• Supplier:

  Choose the supplier's name, or click the (+) sign and add the supplier's data. For more details on how to add a supplier on the platform, click here.

ℹ️ Note: Determining the supplier helps you know the sales from each supplier through the sales report for each product and search by supplier name.

• Brand:

  Choose the brand, or click the (+) sign and add the name.

ℹ️ Note: Determining the brand helps you know the sales for each brand through the sales report for each product.

#Step Six: Add the Product to the Platform

• Click on "Save." The product is directly added to the products section. You can add quantities manually or through purchase invoices.

#Step Seven: Add the Tracked Product Quantity

#Add Quantity Manually

(This procedure is only available to customers who have not installed the accounting system)

⚠️ Note: Generally, we do not recommend manually adjusting quantities to ensure the accuracy of inventory records, as inventory is affected by operational processes (such as receiving new product quantities from a supplier or conducting inventory checks).

1. Go to Settings > Settings.

2. Activate the option (Edit Product Quantity) at the end of the page.

3. Go to Products and Inventory > Products.

4. Click on the product name to enter its details.

For products tracked by batch number:

1. Click on "Product Tracking Information - Batch."

2. Click on "Add Quantity."

3. Enter the required data:

• Supplier Name.

• Location.

• Creation Date.

• Batch Quantity.

• Batch Number.

• Expiry Date.

1. If there is more than one batch, click on "Add Quantity." And enter the details.

2. Click on "Save."

For products tracked by serial number:

1. Click on "Product Tracking Information - Serial Number."

2. Click on "Add Quantity."

3. Enter the required data:

• Supplier Name.

• Location.

• Creation Date, Expiry Date (optional).

• Quantity (one piece per serial number).

• Serial number of the first piece.

1. If there is more than one piece, click on: Add Quantity. Enter the related data.

2. After adding all the data, choose Save.

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#How to Sell the Tracked Product on the Sales Screen

The product tracked by batch number:

• The product is sold according to the order of batches added on the platform, based on the rule: First in first out (FIFO).

The product tracked by serial number:

1. Go to Sales and Customers > Points of Sale.

2. Open the sales box.

3. Search for the product name or scan the barcode.

4. Enter the serial number of the piece.

5. Click "Add Product"

6. Complete the steps to issue the invoice.

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#Frequently Asked Questions

1- Can I add a multi-type tracker?

Yes, you can. Add the multi-type product on the platform, activate the tracking option and choose the appropriate type.

After saving the product, add the quantities (step six in this article).

2- Can I activate the (Tracked Product) option after adding the product on the platform?

No, you cannot. The option must be activated before adding the product.

3- Can I change the product tracking type after adding it on the platform?

No, you cannot change the tracking type after adding the product.

4- Is there a notification when the product's expiration date is approaching?

Yes, a notification will appear when the product's expiration date is approaching within the platform's notification list.

5- Why doesn't the (Add Quantity) option appear in the product tracking information?

You may have installed the accounting system application, in which case quantities must be added through purchase invoices.

Or you have not activated the manual quantity addition permission. (step six in this article).

6- Can I add tracked product quantities through purchase invoices?

Yes, you can. For more details, click here.

7- Can I add tracked product sales by piece or package?

Yes, you can. Activate the option (This product is sold in a package) and enter the package data.

For more details on products sold in packages, click here.

8- Can I modify the product's serial number after adding it?

No, you cannot. Ensure the number is correct before saving the data.

9- Does the product name change when switching the platform language to English?

No, product names appear as added. You can enter the name in both Arabic and English in the same field when adding the product to appear in both languages.