Selecting the Item Unit Template in the Invoice

Multiple units of measure let you buy and sell a product in more than one unit, such as buying by the carton and selling by the piece, or buying by the kilo and selling by the gram, with quantities, prices, and stock converted automatically. This guide explains the setup steps, then how to choose the unit of measure in sales invoices and purchase invoices.

Step 1: Enable Multiple Units of Measure

1. Open the Inventory & Products Settings, and click the Products Settings card.
2. Turn on Multiple Units per Item.
3. Set the Default Display Unit used to show quantities in stock and reports: Base Unit, Selling Unit, or Purchasing Unit.
4. Click Save.

Step 2: Create a Unit Template

The template defines the base unit, the larger units, and how they relate to it. For example: a “Beverages” template whose base unit is “Can”, where 1 carton = 24 cans.

1. Click Manage Units next to the setting, or open Unit Templates, then click Add Unit Template.
2. Enter the Base Unit Name (such as: Can) and the Short Name (the abbreviation, such as: cn).
3. Add each larger unit: the Unit Name (such as: Carton), the Factor, which is the number of base units in it (24), and the Short Name (such as: ctn). To add another unit, click Add Unit.
4. Enter the template name in Template Name (such as: Beverages), and make sure Active is selected.
5. Click Save.

Step 3: Link the Template to the Product

1. From Inventory → Products & Services, click Add → New Material, or edit an existing product.
2. In Unit Template, select the template.
3. Next to Purchase Price, select the default purchase unit from the Select Factor list (such as: Carton), and enter the price of one carton.
4. Next to Selling Price, select the default sales unit from the Select Factor list (such as: Can), and enter the price of one can.
5. To give each unit its own barcode or selling price, click Multiple next to the barcode. In the Product Item Barcodes section that appears, add for each unit: the Unit Factor, Barcode, Quantity, and Selling Price Per Unit.
6. Click Save.

Choosing the Unit in a Sales Invoice

1. Open Create Invoice.
2. Select the product in the items table. A list of the template’s units appears next to the Quantity, with the default sales unit selected automatically at its price.
3. To change the unit, select it from the list next to the quantity. The Unit price changes automatically based on the factor.
4. Enter the quantity in the selected unit, then complete and save the invoice.

Example: a can costs 5, and a carton holds 24 cans. When you select the carton, the unit price becomes 120, and selling 2 cartons deducts 48 cans from stock.

Choosing the Unit in a Purchase Invoice

1. Open a new purchase invoice.
2. Select the product. The default purchase unit is selected automatically at its purchase price.
3. Change the unit from the list next to the Quantity if needed. The price changes based on the factor.
4. Enter the quantity and purchase price in the selected unit, and save.

Example: buying 10 cartons at 100 per carton adds 240 cans to stock, at a cost of about 4.17 per can.

How Are Quantity, Price, and Stock Calculated?

	Calculation
Quantity in stock	Quantity × factor, always recorded in the base unit.
Unit price when changing the unit	Base unit price × factor.
If you edit the price manually	The base unit price = the entered price ÷ factor.
Average cost	Calculated for the base unit.
Printing	The quantity appears in the selected unit with its abbreviation (such as: 2 ctn), along with the price of the selected unit.

Other Documents That Support Units

• Sales: estimates, sales orders, and refund receipts.
• Purchases: quotation requests, purchase orders, and purchase refunds.
• Inventory: requisitions, stocktaking, manual stock transactions, bundled products, stock requests, and manufacturing orders.
• POS.

Showing Quantities in Reports

Quantities in the inventory reports, stock movement, stocktaking sheet, and product page appear in the unit set as the Default Display Unit in the inventory settings. For example, if you select Selling Unit, the stock appears as “240 cans” instead of “10 cartons”.

FAQs

The units list doesn’t appear next to the quantity in the invoice?

• Make sure Multiple Units per Item is turned on.
• Make sure a unit template is linked to the product, and the template is Active.
• Products tracked by serial numbers don’t support units.
• Select the product in the line first.

The price appeared different from the one I entered in the product?

Check the unit selected next to the price on the product page. The price is saved for the selected unit and converted based on the unit in the invoice.

Why can’t I delete a unit from the template?

Because it’s used in invoices, stock transactions, or as a product’s default unit.

Can I sell in one unit and buy in another?

Yes. Set a default purchase unit next to the purchase price and a default sales unit next to the selling price, and the system converts the stock between them automatically.