How to Configure Product in iDempiere
Configure Product Master records in iDempiere to manage goods and services, control inventory, pricing, taxation, and procurement, and ensure accurate retail transactions and reporting.
Introduction
The Product window in iDempiere is used to define all goods, services, resources, and expense types that a retail business buys, sells, or tracks in inventory. Every transaction from purchase orders to sales invoices references a product record.
In Distribution businesses, the Product Master serves as the central catalog that drives pricing, taxation, inventory replenishment, and financial recognition. Correctly configured products ensure accurate stock levels, correct tax calculations, and seamless integration across procurement, warehouse, and point-of-sale workflows.
Prerequisites
Before configuring Product Master records, ensure the following are completed:
- Product Categories configured (Menu → Product Setup → Product Category)
- Tax Categories configured (Menu → Tax Setup → Tax Category)
- Units of Measure defined (Menu → System Setup → Unit of Measure)
- Warehouse and Locators configured for stocked items
Navigation
Navigate to the Product window using the following menu path:
| Menu → Material Management and pricing → Management Rules → Product |
The window displays a list of all existing product records. Use the Search toolbar to filter by Search Key, Name, or Product Category.
| Note: Use the Product Category filter to browse products by type before creating new records. This helps avoid duplicates. |
Step-by-Step Configuration
Step 1: Open the Product Window
The window loads showing all existing product records.
Step 2: Create a New Record
Click the New Record button in the toolbar:
| New Record (+) |
A blank product form is presented. All mandatory fields are highlighted.
Key Field Descriptions
- Search Key / Value – Unique short code used to identify the product in transactions and lookups.
- Name – Full product name displayed on sales orders, purchase orders, and invoices.
- Description – Optional business-facing description for internal reference.
- Product Type – Defines how the product behaves: Item (I), Service (S), Expense (E), Resource (R), Subscription (S).
- Product Category – Links the product to a category for reporting and accounting.
- Tax Category – Drives the VAT/GST calculation on transactions.
- UOM – Unit of Measure (e.g., Each, Hour, Kg).
- Is Stocked – Enables inventory tracking. Required for physical goods.
- Is Purchased – This product is used in purchase order.
- Is Sold – This product is used in sales order.
- Active – Enables or disables the product for use in transactions.
Step 3: Configure Product — 11 L – 15 SL IMP / 10 PR BHL 530 (MR F3)
Enter the following values for the “11 L – 15 SL IMP / 10 PR BHL 530 (MR F3)” product record:
| Field | Value |
| Search Key | 2.95.525 |
| Name | 11 L – 15 SL IMP / 10 PR BHL 530 (MR F3) |
| Description | Tyre product — stocked inventory item |
| Product Type | Item (I) |
| Product Category | Pneumatics Construction |
| Tax Category | MARCH NORMAL |
| Unit of Measure | Piece(s) |
| SKU | 238 01211 575 |
| UPC / Barcode | 2.95.525 |
| Weight (kg) | 25.097 kg |
| Volume | 0.154 |
| Is Stocked | Yes |
| Is Purchased | Yes |
| Is Sold | Yes |
| Active | Yes |
Purpose
Stocked physical tyre product available for purchase orders, sales orders, and inventory tracking.
Step 4: Configure Product — Travel cost
Enter the following values for the “Travel cost” product record:
| Field | Value |
| Search Key | Travel |
| Name | Travel cost |
| Description | Travel related costs |
| Product Type | Expense type |
| Product Category | Standard |
| Tax Category | Standard |
| Unit of Measure | Piece(s) |
| SKU | (not set) |
| UPC / Barcode | (not set) |
| Weight (kg) | 0 |
| Volume | 0 |
| Is Stocked | No |
| Is Purchased | Yes |
| Is Sold | Yes |
| Active | Yes |
Purpose
Non-stocked expense-type product used to capture travel costs in purchase invoices and expense claims.
Step 5: Configure Product — Praveen Consultant
Enter the following values for the “Praveen Consultant” product record:
| Field | Value |
| Search Key | Praveen |
| Name | Praveen Consultant |
| Description | Professional resource / consultant service |
| Product Type | Resource (R) |
| Product Category | Standard |
| Tax Category | Standard |
| Unit of Measure | Hour |
| SKU | (not set) |
| UPC / Barcode | (not set) |
| Weight (kg) | 0 |
| Volume | 0 |
| Is Stocked | No |
| Is Purchased | No |
| Is Sold | Yes |
| Active | Yes |
Purpose
Resource product representing a named consultant. Used in service sales orders billed by the hour.
Step 6: Configure Product — How To Plant
Enter the following values for the “How To Plant” product record:
| Field | Value |
| Search Key | Document |
| Name | How To Plant |
| Description | Digital subscription / document service |
| Product Type | Service (S) |
| Product Category | Documentation |
| Tax Category | Standard |
| Unit of Measure | Piece(s) |
| SKU | (not set) |
| UPC / Barcode | (not set) |
| Weight (kg) | 0 |
| Volume | 0 |
| Is Stocked | No |
| Is Purchased | No |
| Is Sold | Yes |
| Active | Yes |
Purpose
service-type product for a digital guide. Sold via sales orders with a 30-day guarantee period.
Step 7: Save the Record
After entering all required fields, click:
| Save (floppy disk icon / Alt + S) |
Configuration Examples Summary
The following products were configured
| Search Key | Name | Type | Stocked | Purchased | Sold | Category |
| 2.95.525 | 11 L – 15 SL IMP / 10 PR BHL 530 (MR F3) | Item | Yes | Yes | Yes | Item |
| Travel | Travel cost | Expense | No | Yes | Yes | Expense type |
| Praveen | Praveen Consultant | Resource | No | No | Yes | Resource |
| Document | How To Plant | Subscription | No | No | Yes | Service |
Business Flow Overview
Products are the central reference in every transaction flow. The product type determines which flows the record participates in:
| Item (Stocked): Purchase Order → Material Receipt → Warehouse Stock → Sales Order → Shipment → Sales Invoice Expense / Service: Purchase Invoice → Expense Recognition Resource: Sales Order → Service Delivery → Sales Invoice (time-based billing) Service: Sales Order → Shipment (optional) → Sales Invoice |
Common Issues
| Issue | Cause | Resolution |
| Duplicate Search Key error | Search Key already exists in the system | Use a unique Search Key – append a suffix if needed. |
| Product Category not available | Category not yet created | Create the Product Category before creating the product. |
| Changes not reflected in transactions | System cache not refreshed | Run Cache Reset from the Admin menu and log in again. |
Best Practices
- Use meaningful, structured Search Keys — avoid spaces; use dots or hyphens as separators.
- Always assign a Product Category — this drives accounting and reporting segmentation.
- Set Is Stocked = Yes only for physical goods that require inventory management.
- Use Expense type products for non-inventory purchases (travel, freight, consumables).
- Keep product names consistent with supplier naming for easy PO reconciliation.
- Enter Weight and Volume for all physical products — these are required for freight calculations.
Next Steps
After completing Product Master configuration, continue with:
- Price List — Assign products to Base Price Lists and configure purchase/sales prices.
- Product Attribute Sets — Define size, colour, and serial/lot tracking for tyre products.
- Replenishment Rules — Configure minimum stock levels and reorder quantities for stocked items.