{"id":148863,"date":"2026-09-28T08:17:11","date_gmt":"2026-09-28T08:17:11","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%b6%d8%a8%d8%b7-%d9%88%d8%aa%d9%87%d9%8a%d8%a6%d8%a9-%d8%a5%d8%b9%d8%af%d8%a7%d8%af%d8%a7%d8%aa-%d8%a7%d9%84%d9%85%d8%ae%d8%b2%d9%88%d9%86-%d9%88%d8%a7%d9%84%d9%85%d9%86%d8%aa%d8%ac%d8%a7%d8%aa\/"},"modified":"2026-10-05T13:09:01","modified_gmt":"2026-10-05T13:09:01","slug":"configuring-and-setting-up-inventory-and-product-settings","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/configuring-and-setting-up-inventory-and-product-settings\/","title":{"rendered":"Configuring and Setting Up Inventory and Product Settings"},"content":{"rendered":"
\n

The inventory and product settings control how products and stock work in the system: advanced pricing, multiple units, the secondary language, bundle products, product tracking, negative stock, stocktaking, stock requisitions, the default warehouse, price list and taxes, the returns cost calculation method, and the barcode. This guide explains each setting, its options, its default value, and its effect on the system.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> all the settings on this page are saved for the current branch. A branch that hasn’t saved its settings takes the main branch’s settings.<\/p>\n<\/div>\n

Before You Start<\/h2>\n
    \n
  • You need the permission to edit general settings.<\/li>\n
  • Open Inventory & Products Settings. If the inventory app isn’t enabled, the title “Services & Products Settings” appears and the inventory settings are hidden.<\/li>\n<\/ul>\n

    Page Cards<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n
    Card<\/th>\nWhat It Opens<\/th>\n<\/tr>\n
    Product Settings<\/td>\nThe product settings page, which holds the main settings explained below.<\/td>\n<\/tr>\n
    Categories<\/td>\nProduct and service categories.<\/td>\n<\/tr>\n
    Brands<\/td>\nProduct brands.<\/td>\n<\/tr>\n
    Unit Templates<\/td>\nUnit templates: the base unit, the selling and purchasing units, and the conversion factors.<\/td>\n<\/tr>\n
    Default Warehouses for Employees<\/td>\nDefault warehouses for employees: a default warehouse for each employee.<\/td>\n<\/tr>\n
    Barcode Settings<\/td>\nBarcode settings (explained below).<\/td>\n<\/tr>\n
    Additional Fields<\/td>\nCustom fields for the product.<\/td>\n<\/tr>\n
    Print Templates<\/td>\nPrint templates for products and labels.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    \u00a0Product Settings<\/span><\/h2>\n

    Open Product Settings. The page is divided into five sections. After editing, click Save.<\/p>\n

    1. Product Configuration<\/h3>\n\n\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Next Product Serial Number<\/td>\nDisplay only<\/td>\nThe number (code) that will be given to the next product. To change it, click Auto Number Settings.<\/td>\n<\/tr>\n
    Advanced Pricing Options<\/td>\nEnabled \/ Disabled (Enabled)<\/td>\nAdds the minimum selling price, discount, and profit margin fields to the product page, and they are applied in invoices. When the purchase price changes, the selling price is recalculated from the profit margin.<\/td>\n<\/tr>\n
    Use Multiple Units per Item<\/td>\nEnabled \/ Disabled (Disabled)<\/td>\nAllows buying and selling the same item in different units (such as buying by the carton and selling by the piece), and the system converts quantities and prices automatically in invoices, requisitions, and reports. Create the units from Manage Units.<\/td>\n<\/tr>\n
    Default Unit<\/td>\nThe unit template’s base unit (default) \/ Selling unit \/ Purchasing unit<\/td>\nThe unit in which the available stock is displayed in reports, stocktaking, and product lists. Appears when multiple units are enabled.<\/td>\n<\/tr>\n
    Secondary Language<\/td>\nEnabled \/ Disabled (Disabled)<\/td>\nAdds a name and description in a second language to the product, and shows them next to the original in documents and print templates. Only the account owner can change it. When turned off, the translations are hidden from new documents and remain saved.<\/td>\n<\/tr>\n
    Use the Bundles and Composite Units System<\/td>\nAllowed \/ Not allowed (Not allowed)<\/td>\nAllows creating a bundle product made up of quantities of other products, and its components are deducted at assembly or at sale.<\/td>\n<\/tr>\n
    Default Bundle Type<\/td>\nPre-assembled (default) \/ Instant<\/td>\nThe type suggested for a new bundle product, and it can be changed for each product. Pre-assembled: the product is assembled before the sale, so its components are deducted when its quantity is added. Instant: the components are deducted automatically at the moment of sale.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Example: multiple units<\/strong><\/p>\n

    A unit template: the piece is the base unit, and the carton = 12 pieces. Buying 2 cartons adds 24 pieces to stock, and selling 5 pieces deducts 5. With “Purchasing unit” as the default unit, the balance shows as 1.58 cartons.<\/p>\n

    2. Product Tracking<\/h3>\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Track Products by Serial Number, Lot Number, or Expiry Date<\/td>\nEnabled \/ Disabled (Disabled)<\/td>\nAllows choosing a tracking type for each product (serial number, lot number, expiry date, or lot and expiry date). Once any tracked product exists, the setting becomes enabled and locked.<\/td>\n<\/tr>\n
    Negative Stock<\/td>\nStop operations when the quantity runs out for all products (default) \/ Allow only products trackable by quantity \/ Allow all products<\/td>\nStop: prevents sales, purchase returns, issues, and manual adjustment if the quantity isn’t enough. Allow products trackable by quantity: allows negative stock for products with the “Quantity only” type, but not those tracked by number, lot, or date. Allow all: allows it for all products (appears when tracking is enabled).<\/td>\n<\/tr>\n
    Allow Negative Stock for Bundled Products<\/td>\nYes \/ No (No)<\/td>\nAllows assembling a pre-assembled product even if its components’ quantities aren’t enough. Not available if the default bundle type is Instant.<\/td>\n<\/tr>\n
    Show Total and Available Quantity in Stock for Products<\/td>\nEnabled \/ Disabled (Disabled)<\/td>\nShows on the product page, lists, reports, and invoices the total quantity in stock, and the available quantity after deducting reserved quantities (such as requisitions under delivery).<\/td>\n<\/tr>\n
    Verify Stock By<\/td>\nTotal quantity (in stock) (default) \/ Available quantity (after deducting reserved quantities)<\/td>\nDetermines the quantity the system checks before a sale when negative stock is prevented. The available quantity prevents the sale if it exceeds the quantity after deducting the reserved. Appears when the previous setting is enabled.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Example: total and available<\/strong><\/p>\n

    There are 10 units in stock, 4 of them in an issue requisition under delivery. The total is 10 and the available is 6. With verification by the available quantity, an invoice for 8 units is rejected.<\/p>\n

    \n

    \u26a0<\/span><\/p>\n

    Warning:<\/strong> when stock requisitions for sales invoices are enabled, the invoice doesn’t check the quantity when it is issued; the check is done when the requisition is approved.<\/p>\n<\/div>\n

    3. Stocktaking Sheet<\/h3>\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Next Stocktaking Serial Number<\/td>\nDisplay only<\/td>\nThe next stocktaking sheet number.<\/td>\n<\/tr>\n
    Calculate the Stocktaking Quantity by Stocktaking Date<\/td>\nEnabled \/ Disabled (Disabled)<\/td>\nEnabled: the expected quantity in the stocktaking is calculated from the stock movements up to the stocktaking date. Disabled: all movements up to today are calculated regardless of the stocktaking date.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    4. Stock Requisitions<\/h3>\n\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Stock Requests<\/td>\nYes \/ No (No)<\/td>\nAllows departments to raise stock requests that turn into requisitions reviewed by the storekeeper. When turned off, their permissions and numbering are hidden. Set the responsible employee’s permissions from the Permissions and Roles page. Turning it off stops the next two requisition settings.<\/td>\n<\/tr>\n
    Next Stock Transfer Requisition Serial Number<\/td>\nDisplay only<\/td>\nThe next transfer requisition number.<\/td>\n<\/tr>\n
    Stock Requisitions for Sales Invoices<\/td>\nYes \/ No (No)<\/td>\nYes: every sales invoice or return creates a stock requisition under delivery, and the stock doesn’t change until it is approved. No: stock is issued or added directly.<\/td>\n<\/tr>\n
    Next Stock Issue Requisition Serial Number<\/td>\nDisplay only<\/td>\nAppears when requisitions for sales invoices are enabled.<\/td>\n<\/tr>\n
    Stock Requisitions for Purchase Invoices<\/td>\nYes \/ No (same value as the requisitions for sales invoices)<\/td>\nThe same behavior for purchase invoices and their returns.<\/td>\n<\/tr>\n
    Next Stock Addition Requisition Serial Number<\/td>\nDisplay only<\/td>\nAppears when requisitions for purchase invoices are enabled.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    While stock requisitions are enabled, the “Stock Quantity” field disappears from the add product screen; add the opening quantity with a stock addition requisition.<\/p>\n

    5. System Defaults<\/h3>\n\n\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Default Sub-Account<\/td>\nAn account (the system default)<\/td>\nThe offsetting account suggested in manual stock requisitions. By default “Other Credit Balances” when adding and “Other Debit Balances” when issuing.<\/td>\n<\/tr>\n
    Default Warehouse<\/td>\nAn active warehouse<\/td>\nThe warehouse suggested in documents for the branch’s employees. Priority order: the employee’s own warehouse (Default Warehouses for Employees), then this setting, then the main warehouse, then the first warehouse available to the employee. Manage warehouses from Manage Warehouses.<\/td>\n<\/tr>\n
    Default Price List<\/td>\nA price list (none)<\/td>\nIts prices are applied in sales invoices for clients who don’t have their own price list. Manage it from Manage Price Lists.<\/td>\n<\/tr>\n
    Default Tax 1<\/td>\nA tax (none)<\/td>\nApplied automatically to new products, and it can be edited for each product. Manage it from Manage Taxes.<\/td>\n<\/tr>\n
    Default Tax 2<\/td>\nA tax (none)<\/td>\nThe second tax for new products. Don’t choose the same tax in both.<\/td>\n<\/tr>\n
    Returns Cost Calculation Method<\/td>\nBy selling price \/ By latest average cost<\/td>\nBy selling price: the returned quantity goes back at the cost recorded for it in the original sales invoice, and enters the average cost calculation. By latest average cost: it goes back at the current average cost and does not change it.<\/td>\n<\/tr>\n
    Nature of Business Sales<\/td>\nProducts only \/ Services only \/ Products and services (default)<\/td>\nDetermines what can be added, and the lists change to “Manage Products” or “Manage Services.” It can be changed later without affecting the existing records.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Barcode Settings<\/h2>\n

    Open Barcode Settings.<\/p>\n\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Barcode Type<\/td>\nCode 128 (default) \/ EAN 13<\/td>\nCode 128: supports numbers, letters, and long codes. EAN 13: 13 digits for retail.<\/td>\n<\/tr>\n
    Weight-Embedded Barcode<\/td>\nEnabled \/ Disabled (Disabled)<\/td>\nThe system reads the product’s weight (and the price if present) directly from the scale barcode.<\/td>\n<\/tr>\n
    Embedded Barcode Format<\/td>\nText (XXXXXXXXWWWWWPPPPN)<\/td>\nX is the product code digits, W the weight digits, P the price digits, N additional digits.<\/td>\n<\/tr>\n
    Weight Unit Divisor<\/td>\nNumber<\/td>\nThe weight in the barcode is divided by it to convert it to the selling unit. Example: the barcode is in grams and the sale is in kilograms \u2192 1000.<\/td>\n<\/tr>\n
    Currency Divisor<\/td>\nNumber<\/td>\nThe price in the barcode is divided by it. Example: the price is in piasters \u2192 100.<\/td>\n<\/tr>\n
    Scale Barcode Reading Behavior<\/td>\nMerge into the existing line (default) \/ Add as a separate line<\/td>\nMerge: reading the same product a second time adds its weight to the same line. Separate: each reading is a new line.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Example: scale barcode<\/strong><\/p>\n

    With the format XXXXXXXWWWWWN and the barcode 2000123012505: the product code is 2000123, and the weight is 01250 \u00f7 1000 = 1.25 kg.<\/p>\n

    Frequently Asked Questions<\/h2>\n
      \n
    • Why can’t I turn off product tracking?<\/strong> Because there are products with a tracking type other than “Quantity only”; change their tracking type first.<\/li>\n
    • Why is an invoice rejected with the message that the quantity is insufficient?<\/strong> Because negative stock is prevented and the quantity isn’t enough (or the available quantity after the reserved isn’t enough).<\/li>\n
    • Why doesn’t the stock quantity field appear when adding a product?<\/strong> Because stock requisitions are enabled.<\/li>\n
    • Why doesn’t the bundle product option appear?<\/strong> Because the bundles system isn’t enabled.<\/li>\n
    • Why can’t an employee change the secondary language?<\/strong> Because only the account owner can do so.<\/li>\n
    • Why does a different warehouse appear in an employee’s invoices?<\/strong> Because they have their own default warehouse that takes precedence over the branch’s default warehouse.<\/li>\n
    • Why did the list change to Manage Services?<\/strong> Because the nature of business sales is set to services only.<\/li>\n<\/ul>\n<\/div>\n","protected":false},"author":17,"featured_media":0,"template":"","categories":[2177,2181],"tags":[19714,19715,19712,19717,19720,19716,19721,8127,19718,19449,4684,4072,19451,19719,10815,7037,19713,19722,19708,19709,19710,19711],"class_list":["post-148863","tutorial","type-tutorial","status-publish","hentry","category-inventory","category-product-settings","tag-advanced-pricing","tag-available-and-reserved-quantity","tag-barcode-settings","tag-bundle-products","tag-default-price-list","tag-default-warehouse","tag-how-do-i-allow-negative-stock","tag-inventory-settings","tag-multiple-units","tag-negative-stock","tag-product-settings","tag-product-tracking","tag-returns-cost-calculation-method","tag-scale-barcode","tag-secondary-language-en","tag-stock-requests","tag-stocktaking-settings","tag-why-is-the-quantity-insufficient","tag---en","tag----en","tag-----en"],"yoast_head":"\nConfiguring and Setting Up Inventory and Product Settings - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/configuring-and-setting-up-inventory-and-product-settings\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Configuring and Setting Up Inventory and Product Settings - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"The inventory and product settings control how products and stock work in the system: advanced pricing, multiple units, the secondary language, bundle products, product tracking, negative stock, stocktaking, stock requisitions, the default warehouse, price list and taxes, the returns cost calculation method, and the barcode. 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