Product Master

The Products module is your catalog of everything you sell. It holds the master data behind every quote, order, price, and stock check in GEMS CRM. You define each product once at a global level, then configure it separately for each Business Unit and Sales Channel it’s sold through. That way the same item can have different pricing, plants, tax treatment, and compliance rules depending on where it’s sold.

Products List View

A searchable, filterable catalog of every product you have access to.

What You’ll See

• Summary Cards – Total, Active, and Inactive. Inactive counts everything that isn’t Active (Inactive, Blocked, and Obsolete together). Clicking a card applies that filter instantly.
• List Selector – shows your current view, e.g. “All Products (7)”.
• Search Bar – finds products by Product ID or Product Name. The search is partial-match and not case-sensitive.
• Products Grid – core details for every product.

Grid Columns

Column	Description
Product ID	Unique, system-generated reference (e.g., PROD – 1010). Click it to open the product.
Product Name	The internal product name. Click it to open the same product page.
Product Type	e.g., Finished Good, Service
Product Category	The product’s commercial category
Base UOM	The unit the product is measured in
Product Status	Shown as a badge: Active, Inactive, Blocked, or Obsolete
Created On	Creation date and time, sorted newest-first by default
Product Owner	The responsible user. Click the name to open that user’s profile (not the product).

There is no separate View icon on each row. Clicking the Product ID or Product Name opens the product in read-only mode.

Toolbar

• New – opens the Create Product page
• Refresh – reloads the grid and the summary cards
• Column Settings – choose which columns show and in what order (saved per user)
• Filter – narrow by Category, Status, Owner, date range, and more
• Sort, Reset – Reset returns you to the default “All Products” view

Actions Menu

Select one or more products first. Every option below stays disabled until you do.

• Activate, Deactivate, Block, Obsolete – change the status of the selected products
• Import – bulk-load products, with validation before anything is committed
• Export – downloads your current view, respecting active filters, sort, and visible columns
• Print View – a print-friendly version of the list
• Mass Delete – see the delete rules below

Product Detail View

Opening a product shows three tabs: General, Sales, and Change History. Everything is read-only until you switch into Edit mode.

General Tab

The global identity of the product, the same across every Business Unit and Sales Channel.

Identification

• Product ID – system-generated, always read-only
• EAN / Barcode – optional, for scanning
• Product Name – the internal name. This is mandatory.
• Description – an optional customer-facing name for invoices and other external documents

Classification

• Product Type, Product Category, Base UOM, and HSN/SAC Code are all mandatory
• Product Status – defaults to Active
• Country of Origin – an optional global default that individual Sales Org Units can override

Good to Know

• Product Type can influence which number range generates the Product ID.
• Product Category can pre-fill defaults such as HSN/SAC, Tax Code, or Price Group, based on your configuration.
• Your Base UOM decides which Sales UOMs you can pick later on the Sales tab.
• Once a product is Blocked or Obsolete, this whole tab becomes read-only.

Sales Tab

Here one product is configured separately for each Business Unit + Sales Channel combination, called a Sales Org Unit. The left panel lists every unit configured for this product, and a + button adds a new one. Selecting a unit loads its full configuration on the right.

Organisation Assignment

• Business Unit and Sales Channel are both mandatory. Sales Channel stays disabled until you choose a Business Unit, then shows only the channels valid for it.
• The same Business Unit + Sales Channel pair can’t be added twice for one product.

Delivery & Shipping

• Delivering Plant – mandatory. It must be an active plant authorized for the selected Business Unit.
• Min. Delivery Qty – mandatory, and must be greater than zero
• Shipping Condition, Loading Group, Transport Group, Delivery Tolerance (%) – all optional

Pricing

• Sales UOM – mandatory. It must have a defined conversion to the Base UOM, or it won’t be selectable.
• MOQ (Min Order Qty) – mandatory, greater than zero
• Sales Multiple – optional. If set, order quantities must be multiples of it.
• Price Group – optional

Sales Categorization

• Sales Item Group, Availability Group, and Back Orders Allowed – all optional
• Tax Code – optional, but its availability depends on your Business Unit choice:
  • It stays disabled until a Business Unit is selected.
  • Once enabled, it shows only the Tax Codes configured for that Business Unit, not one global list.
  • If you change the Business Unit, the list refreshes to match.

Export & Compliance

• Country of Origin – mandatory at this level
• EXIM Code – optional, even for export channels

Selling Price

• Selling Price and Price Currency are mandatory. Price must be zero or higher.
• Margin (%) – calculated automatically as (Selling Price − Standard Cost) ÷ Selling Price × 100. It’s always read-only.
• Transfer Price and Transfer Price Currency – optional, for intercompany or inter-Business Unit transfers. The currency is required if you set a transfer price.
• Transfer Margin (%) – calculated the same way from the transfer price

As with the General tab, the Sales tab becomes fully read-only once a product is Blocked or Obsolete.

Change History Tab

A read-only audit trail of every change to the product’s General tab and to each Sales Org Unit.

• Columns – Field Name, Changed From, Changed To, Changed By, Date & Time
• For Sales Org Unit changes, the entry also identifies which unit the change applied to.
• Status changes (e.g., Active → Inactive, Blocked → Obsolete) appear here as ordinary field changes on Product Status.
• Entries appear newest-first and can never be added, edited, or deleted manually.
• Access – Admin, Sales Consultant, and Sales Manager can view it. Only Admin and Sales Consultant can export it.

Creating a Product

General Tab

Fill in Product Name, Product Type, Product Category, Base UOM, and HSN/SAC Code. Everything else is optional. Product Status defaults to Active.

Sales Tab

Add one or more Sales Org Units with the + button, and configure each one. A new unit shows as “Not yet configured” until its required fields are filled.

Mandatory Fields at a Glance

Tab	Required fields
General	Product Name, Product Type, Product Category, Base UOM, HSN/SAC Code
Sales (per unit)	Business Unit, Sales Channel, Delivering Plant, Min. Delivery Qty, Sales UOM, MOQ, Selling Price, Price Currency, Country of Origin

Saving

• Save – validates both tabs, including number range, Business Unit + Sales Channel uniqueness, UOM conversions, and tax rules. If everything passes, the product is created and its Product ID is generated automatically. If anything fails, nothing is saved and you’ll see field-level errors.
• Save & New – saves this product and opens a blank form for the next one
• Cancel – discards everything

Product Lifecycle

A product moves through four statuses, in this order: Active → Inactive → Blocked → Obsolete. The one allowed way back is Inactive → Active. Blocked and Obsolete are one-way.

Status	What it means	Editable?	Available actions
Active	Live and usable in new transactions	Yes	Deactivate (if used in a transaction)
Inactive	Not usable in new transactions	Yes	Activate or Block
Blocked	Not usable in new transactions	No, read-only	Obsolete
Obsolete	Final state, kept for history	No, read-only	None (deletion only, if permitted)

Confirming a Status Change

Every status change asks for confirmation first, whether you change one product or many. The popup is titled “Update Status” and tells you what will happen. For example, marking a product Inactive warns that it “will prevent the product from being used in new transactions.” The message adjusts to the number of products selected. Cancel changes nothing, and Confirm applies the change.

Good to Know

• Blocked and Obsolete products can’t be added to new quotes, orders, or other sales documents, even if they still have price and stock data.
• Existing transactions always keep their reference to the product. A status change never breaks history.
• Blocking a product also makes it permanently read-only, so review the Block confirmation carefully.

Deleting Products

Deletion depends on whether the product has ever been used in a transaction.

• Never used – can be deleted directly, at any status, by a user with Delete permission
• Used in a transaction – can’t be deleted straight away, even if you hold Delete permission. It has to go through the full lifecycle first: Deactivate → Block → Obsolete → Delete. Only an Obsolete product that has been used can be deleted.

If you try to delete a product that’s in use, you’ll see: “This product cannot be deleted because it is currently in use. Please follow the product lifecycle to deactivate, block, and obsolete the product before deletion.”

Mass Delete

Mass Delete checks each selected product individually. Unused products are deleted, and in-use products are skipped even though they were in your selection.