Product name groups – Uniconta

Using item name groups, it is possible to create longer item names/descriptions or translate item names/descriptions into another language. Item name groups also allow you to add the supplier or customer's item number to be used on purchase orders or sales orders. If you add the Customer/supplier item number field to the order lines, you can look up your own item number by entering the customer's item number in this field. The function requires that the item Customer/supplier item numbers is enabled under Company/Maintenance/Disable functions and that the Customer/supplier item number field is filled in on the lines in the item name group. Select Lager/Maintenance/Commodity name groups Note! This menu item only appears if the 'Customer/supplier item number' field is checked under Company/Maintenance/Turn features on/off. In other words, item name groups are part of the Logistics module.

Where to use item name groups

The long item names/descriptions are used on the sales and purchasing documents.
The customer's item number is used on the sales documents and the supplier's item number is used on the purchasing documents.
In the Customer/supplier item number field on order/purchase lines, your own item number can be found by searching on the customer/supplier item number.
Item names/descriptions in another language are used on both sales and purchasing documents.

Note: Item name groups are only used on standard reports (Invoice layout or custom reports from the report generator), not custom reports built in the report generator Note: You can create custom fields for item name groups, but these are only for internal use in the client. You cannot use these in the reports. Note: The translated item numbers and texts cannot be displayed on order lines in Uniconta. You can only see these when you preview a document, e.g. an invoice.

Create an Item Name Group

Select Lager/Maintenance/Commodity name group Click 'Add item' in the menu ribbon to create one or more item name groups. A product name group consists of a Name and a Language. The Name field can contain 30 characters and Language is selected from a dropdown list. Version-91 Inherit from is filled in if item names are to be inherited from another list. Click 'Save' in the menu ribbon to save the entered data. To use items on item name groups, they must be assigned to the item name group. You do this by clicking 'Lines' in the menu ribbon, see more below in 'Assign items to the item name group', see below.

Assign the items to the item name group

Select the desired item name group and click 'Lines' to assign the items to be used in the created item name group. Click 'Add record' to create a line Select the item from the dropdown menu, in the 'Item' field Enter the customer or supplier part number if this is to be used. Enter a Description of the item (this will appear on the invoice for the debtors/vendors where this item name group is selected) The description can be a longer item description, up to 1,000 characters, or it can be a translation of an item. When all items are selected and described, click 'Save' in the menu bar. NOTE: If you have many product names that need to be translated or have a different description, these can be imported into Uniconta. Your reseller can help you with this.

Assign an item name group to a debtor/creditor

To make use of an item name group, it must be assigned on the debtor and/or vendor side. An 'Item name group' can be assigned directly on the debtor or creditor, but can also be assigned on the debtor group or creditor group, and last but not least changed on the purchase/sales order itself. NOTE: The hierarchy when using the item name group is as follows: (described below for debtor, but also applies to creditor)

If you select the item name group on the debtor group, this is used on all debtors assigned to this debtor group when generating relevant documents (quote, order confirmation, delivery note or invoice)
If you select an item name group on a debtor, it is used on that debtor when generating relevant documents.
If you select an item name group on a debtor where an item name group is also assigned to the debtor group, the assigned item name group from the debtor is used when generating relevant documents.

Below is an example of assignment to a debtor. Assignment to a creditor is done in the same way, just under creditor.

Select Debtor/Debitor
Select the desired debtor and click 'Edit' in the menu bar,

In the 'Item name group' field, select the item name group that this debtor should be assigned to.
Click 'Save' in the menu bar

Customer/supplier item number field

On purchase and sales order lines, there is a field called Customer/supplier item number. This field can be used to search for your own item number based on a customer's or supplier's item number. Example If a product name group called Customer X is created and lines are entered on this product name group where the Customer/supplier item number field is filled in, for example as shown below, you will be able to enter the value 1234 in the Customer/supplier item number field on the sales order line, and Uniconta will automatically fill in the Item number field with item number 11-01. On standard order confirmations, the customer's own item number will be displayed.

The same applies to purchasing lines. That is, if you have created a product name group with a setup like the one shown above and linked it to a supplier, you will be able to enter the supplier's item number in the Customer/supplier item number field on the purchase order line, and the system will automatically look up which item number is in your product catalog. This makes it easier to enter a purchase invoice from a supplier.

Appears on invoice

The invoice for that debtor will now show the ordered items in English.

EAN numbers and product name groups

If you want to enter several different EAN numbers on an item, e.g. if the item can have different EAN numbers depending on where the item is purchased, then the different EAN numbers can be entered on the item using the item name groups. Create an item name group per EAN number under Lager/Maintenance/Item name group and enter the different EAN numbers by selecting the Language - item description button on the desired item in the item catalog. Remember to select different item name groups on the lines under Language - item descriptions, as shown below:

On order and purchase lines, you can then insert the EAN number field and enter/scan the EAN number of the item and thus get the order/purchase line updated with information about the item (item number, text, price, etc.). An EAN number lookup on order or purchase lines does not require the Item Name Group field to be filled in on the debtor/creditor for the order/purchase. the order/purchase. If the reason for the different EAN numbers is due to different colors or similar on the item, you can instead specify different EAN numbers per variant using the Variant detail button on the item overview.

Video about product name groups

In the video below you can see an example of how item name groups can be used in Uniconta: Video showing how item name groups can be used

Inheriting from

Version-91 If 'Inherits from' is used, only the item names that differ from the original list are created.