Create a Product

When a new product needs to be included in a purchase order (PO), the product must be first created in OpenBoxes. Only an Admin or a Superuser can create a new product. 

All products created in OpenBoxes are global, i.e., a product created for one location will be accessible by all locations. Therefore, the products list can also be viewed as an item master for all locations. 

How to Create a Product 

1. On the top navigation pane, hover over "Products" and select "Create Product." 

   

   You will be directed to the "Product details" screen. 

   

2. On the "Product details" page, there are various product details to enter or select. However, PIH only uses certain fields for products, which are mentioned below:
   1. Active: Checkbox. Checked by default. 
      • When the box is checked, the product is available when creating purchase orders. The box must be checked when creating a new product.
      • When the box is unchecked, it denotes that the product is inactive. Inactive products are only visible in existing transactions or by typing the exact product code in the search bar. Once a product is added to the system, it cannot be deleted, so a user can uncheck the box. 
   2. Product Type (Required): Dropdown. Auto-set to "Default." This field determines what specific product fields you are prompted to enter. You can either select "Default" or "Miscellaneous."
      • Default: This option is used for all regularly purchased products. For the Boston team, if a product needs to be created, it must be completed by the Pharmacy team.
      • Miscellaneous: All regular users can use this option to create products. This option is used for a "one-time" purchase or an item that will not be purchased in the future. For example, a donation of baby games that will not be ordered in the future. Once a miscellaneous product is out of stock, the product is automatically deactivated in the item master. 
   3.  Code (Required): Free text.      
      • Default: For default products, check the item master and type the next expected number in the series. 
      • Miscellaneous: For miscellaneous products, start the code with an "M." For example, M123534. 
   4. Name (Required): Free text.  20 character limit. 
      • The name is the point of reference for the product everywhere in OpenBoxes. For a product name, the standard convention is to start with a generic name of the product, followed by more specific details. For example, Rabies, Immunoglobin, Equine, 200 IU/mL, 5mL vial. For product naming tips, refer to Product Naming Tips. 
   5. Category (Required): Dropdown.      
      • The dropdown displays a category tree from which the most relevant or specific category for the product can be selected. 
   6. GL Account (Conditional Requirement): Dropdown. Required only if the "Accounting Required" is turned on.
      • This field is an accounting functionality, which denotes the type of spending the product should be associated with, such as Food, or Medical Supplies. 
   7. Unit of Measure (Required): Free text. 
      • Users are suggested to use the smallest possible unit of measure, such as "Each" for Gloves, "Tablet" for Tablets, or "Pack of six" for Tissues. 
   8. Average Unit of Price (USD) (Optional): Free text. 
      • If typing manually, the Average Unit of Price must be entered in USD.
      • If the field is not entered manually, it will automatically update when the product is added to a PO. The most recent cost from a PO will be added. 
   9. Product description (Optional): Free text. 
      • This field can be used to enter additional details of the product.
   10. Tags (Optional): Free Text. Tags are a set of descriptors that can be applied to a set of products.
       • Users may select an existing tag or create a new one. 
   11. Handling requirements (Optional): List. 
       • You may select the most appropriate option for the product. Based on the selection, an icon is associated with the product, such as a snowflake will appear as an icon for "cold chain."
   12. Inventory control (Optional): Checkbox. 
       • If the field is checked, the lot and expiry date is required for the product everywhere in OpenBoxes.
       • If the field is unchecked, the lot and expiry date are not required for the product but can still be entered if needed. 
3. Once the fields mentioned above are entered, click "Save" towards the bottom of the page. The product will now be available in the "List Products."