Displaying Product Quantities by Unit of Measure (Default Unit for Unit Templates)

If your products are linked to Unit Templates (for example: kilogram and sack, or piece, bundle, and carton), you can choose the unit in which quantities and prices are displayed, such as showing Inventory in sacks or bundles instead of the smallest unit. This guide explains how the system determines the displayed unit and where it appears.

How are quantities stored with Unit Templates?

• Each Unit Template has a base unit (the smallest, such as the kilogram or the piece), and larger units, each with a conversion factor (for example: sack = 50 kilograms).
• The system always stores the Inventory balance in the base unit, and when displaying it, converts it to the requested unit by dividing by the conversion factor.
• Each product linked to a template has a default selling unit and a default purchasing unit, which you choose in the product details.

Setting the default display unit

1. Open Product Settings.
2. Under Default Display Unit, choose one of the following:
   • Base unit (default): Quantities are displayed in the smallest unit, such as the kilogram or the piece.
   • Selling unit: Quantities are displayed in each product’s default selling unit, such as the bundle.
   • Purchasing unit: Quantities are displayed in each product’s default purchasing unit, such as the sack or the carton.
3. Save.

Which unit appears for each product?

Product case	Displayed unit
Product without a Unit Template	The quantity as is, without a unit name.
Product with a template, and the setting is Base unit	The template’s base unit (such as the kilogram).
Product with a template, and the setting is Selling unit	The product’s default selling unit (such as the bundle).
Product with a template, and the setting is Purchasing unit	The product’s default purchase unit (for example, a sack).

So to display each item in its larger unit (the bundle or the sack), set that unit as the default sales (or purchase) unit in each product’s details, and choose the matching setting.

Where do quantities appear in the default unit?

Location	What is displayed in the default unit
Product page	The available quantity and the average cost (per unit), along with the unit name.
Stocktaking Sheet	The quantities in the warehouses.
Estimated Inventory Value	The quantities and their value.
Inventory Transactions Summary	Incoming and outgoing movements.
Product Profitability	The quantities sold.

Displaying item quantities in the larger unit in the Products & Services list

The Products & Services list always displays the available quantity and the selling price of each item in the base unit (for example, kilogram or piece). The Default Unit setting does not apply to it, nor does the sales or purchase unit specified in the item’s details. As a result, you currently can’t display the quantity in sacks or bundles next to each item in the main products list.

Location	Unit in which the quantity is displayed
Products & Services list	Base unit only.
Item page	Default display unit according to the setting.
Stocktaking Sheet and Store Reports	Default display unit according to the setting.

Alternative: Display all items in the larger unit in the Stocktaking Sheet

To display all items in a single list, with each item’s quantity in the larger unit (for example, the sack), follow these steps:

1. Open each item’s details, set the larger unit (for example, the sack) as its default sales unit or purchase unit, and then save.
2. Open Product Settings, and under Default Unit, choose the matching value (Sales Unit or Purchase Unit), and then save.
3. Open the Stocktaking Sheet report from Reports > Store Reports.
4. Select the Warehouse. You can also filter by Category or Brand, and then view the report.

The report lists all items one under another, with each item’s quantity in the selected unit along with the unit’s name. You can print or export it.

Practical Example

• A unit template named “Rice”: the base unit is Kilo, and Sack = 50 kilos.
• The product “Basmati Rice” has Sack as its default purchase unit, and its balance is 500 kilos.
• With the Purchase Unit setting: the quantity on the product page and the stocktaking sheet appears as 10 sacks (500 ÷ 50).
• With the Base Unit of the Unit Template setting: 500 kilos appears.

Frequently Asked Questions

How do I display item quantities in bundles or sacks according to the unit template?

Set the bundle or sack as the item’s default sales or purchase unit. Then choose Sales Unit or Purchase Unit under Default Unit in the Products settings. Quantities then appear in this unit on the item page, the stocktaking sheet, and Store Reports.

Can each item’s quantity in sacks appear next to it in the Products & Services list?

This is not currently available, because the Products & Services list always displays quantities in the base unit. To view all items with their quantities in sacks in a single list, use the Stocktaking Sheet report. Details.

I changed the default unit, but the quantities in the Products list did not change. Why?

The Products & Services list is not affected by the default unit setting, and it displays quantities in the base unit. The effect of the setting appears on the item page, the stocktaking sheet, and Store Reports.

The quantity appeared as a fraction (such as 10.5 sacks). Why?

This happens because the balance in the base unit is not evenly divisible by the conversion factor. For example, 525 kilos = 10.5 sacks.

Does changing the default unit change the balance?

No. The balance is stored in the base unit, and the setting changes only how it is displayed.