In this article, you will get an introduction to the products module. This is set up to be able to invoice and register hours in RecMan and to be able to export this to external systems. In general, an overview of the products and services that you provide for your customers.
Products overview
In the products overview, you can see which products and services that are added to your RecMan system. The main purpose of setting up products is to be able to invoice or create salaries in RecMan and may be required for some of our integrations with external systems for invoice and salary to work. For more information about the economy setup, please see a setup for economy settings.
Products can also be used in reports and dashboard overviews to display revenue connected to these, where you can also customize these into groups to showcase this even better.
Creating a product
In order to invoice, you need to have what we call Products. Creating orders and salary articles for hour recording also requires a product to be in place. You can find your products under Economy → Products.
A product must contain a name and a product number, and the rest are not mandatory. Remember that all salary items and orders must be connected to a product. If you wish to create a salary article, at least one product must exist.
When adding a new product, the only required information to start with is setting a product number and name. The rest of the information is not mandatory to add but may be required for some exports to external systems to work properly. Some of the additional fields that you can specify are things like quantity, price, VAT rate, and which credit and debit account the product should be mapped to.
| Product number * | The product number is set automatically by the system and may be changed if it should be mapped to a product in an external system. It is not advised to change after the product has been invoiced or has work registered. |
| Name * | The name of the product; this field is mandatory. |
| VAT | The value-added tax rate. Add custom VAT in the Economy settings. |
| Quantity | The default amount when selecting this product upon creating an order. |
| Price | The default price when selecting this product upon creating an order. |
| Credit account | Credit account number, used in conjunction with external accounting systems. |
| Debit account | Debit account number, used in conjunction with external accounting systems. |
| VAT code | VAT code, used in conjunction with external accounting systems. |
| Product group | Used to categorize products under one category to fetch in reports/dashboard widgets. Examples are for “recruitment” and “staffing”. |
| Type | Defines the type of product; is used for reference in several reports |
| Department number | You can add a department number if needed when exporting your invoices. |
All fields may be changed after creation.
* Mandatory fields.
Overriding department products (integration)
This functionality is set up to enable a product to have department-specific settings. For example, if we have product 10, "Licenses," with a credit account 3000 and VAT account 3, but for a specific department, we want the same product to have a credit account 3100, we would use this functionality.
VAT accounts
Some external accounting systems require a VAT account number to be defined before performing an export. This is created at the very bottom of the page, and you may have more than one at a time. Here, you define what VAT account is to be used.
Custom VAT percentages can be added in the Economy settings → VAT rates.
Product groups
You may add custom product groups to categorize your products and services under one category. These groups can then be used in RecMan BI when generating reports or when setting up dashboards to get an overview of your revenue related to each group.