Read the product form: header and smart buttons

6 min read Updated 2026-09-04 WindoorERP 19.0

What this does

The top of the product form is the same on every product: a row of smart buttons that summarise everything that has happened to the product, then the header with the photo, the favourite star, the name and the two checkboxes that decide where the product may be used. This topic explains every one of those elements before the tabs are opened.

The two checkboxes, Sales and Purchase, do not change stock behaviour; they decide which screens offer the product. A finished window is sold, never bought; a profile bar or a hinge is bought, never sold on its own; a traded item such as a handle you resell is both.

Before you start

The product is saved. Most smart buttons only appear on a saved product, and several only on tracked goods.
Know the product's role before ticking the boxes: finished item, raw material, or traded item.

Steps

The product header: the favourite star, the product name Aluminium Window, and the Sales and Purchase checkboxes

01
Click the camera placeholder at the top right of the form and upload the product photo. It appears on the kanban card and on printed documents.
02
Click the star to the left of the name to mark the product as a Favorite. Favourites float to the top of the list and have their own filter, which is how you keep the fifty products the factory uses every day ahead of the five hundred it does not.
03
Enter or correct the Name. It is what the salesperson types to find the product on a quotation, so name it the way the workshop says it.
04
Tick Sales on finished items such as windows, doors and curtain-wall units, so they can be put on a sales order.
05
Tick Purchase on raw materials such as profile bars, glass units, reinforcement and hardware, so they can be put on a purchase order.
06
Tick both on a traded item that you buy and resell as it is, such as a handle or an insect screen sold separately.
07
Save, then read the smart buttons across the top: they are the quickest view of the product's stock, sales, purchases and rules.

The header, element by element

Element	What it does
Image	The product photo. Click the placeholder to upload, hover the image to replace or remove it.
Favorite star	Flags the product for the Favorites filter and sorts it first in the list.
Name	Required. Searched by every product field in the system and printed on every document.
Sales	On by default. When it is off the product cannot be put on a quotation, and the Sales and Prices tabs, the Invoicing Policy field and the Sold button disappear.
Purchase	On by default. When it is off the product cannot be put on a purchase order, and the Purchase tab, the Purchase Taxes field and the Purchased button disappear. WindoorERP switches it off by itself when you make the product a combo.

The smart buttons, left to right

Which buttons appear depends on the checkboxes, on the product type and on whether the product is tracked. Each opens the screen behind the number it shows.

The row of smart buttons on a tracked, sold and purchased product: on hand and forecasted, Documents, Sold, Purchased, Min and Max of the reordering rule, In and Out moves, Putaway Rules and Storage Capacities

Button	Appears when	What it shows and opens
Variants	The product has more than one variant.	The number of variants; opens the list of variants, each with its own reference, barcode and stock.
On-hand quantity with Forecasted under it	Track Inventory is on.	The quantity in stock and the forecast after pending receipts and deliveries; opens the product forecast report.
Documents	Always.	The number of documents attached to the product; opens them. This is where the cut-sheets, certificates and drawings related to the product live.
Sold	Sales is ticked.	The quantity sold in the last 365 days; opens the sales analysis for the product.
Purchased	Purchase is ticked.	The quantity bought in the last 365 days; opens the purchase history for the product.
Reordering Rules, or Min/Max	Tracked goods.	The number of reordering rules; when exactly one rule exists the button shows its minimum and maximum instead. Opens the rules with the product preset.
In/Out	Goods.	The number of incoming and outgoing stock moves over the past 12 months; opens the moves history filtered to the product.
Putaway Rules	Goods, when Storage Locations is enabled in Inventory settings.	Opens the putaway rules that apply to the product or its category.
Storage Capacities	Goods, with Storage Locations enabled.	Opens the storage-category capacities that limit how much of the product a location may hold.
Catalogs	The product is in a WhatsApp catalog.	Opens the WhatsApp catalogs listing the product.

The stock buttons are read in detail in the topic on the product forecast; the reordering and putaway buttons have topics of their own at the end of this series.

Troubleshooting

The Sales tab has vanished after saving: the Sales checkbox was cleared. Tick it again and the tab comes back with its content intact.

The Purchase box unticks itself: you set the Product Type to Combo. Combos are sold, never bought; buy the components instead.

No stock buttons at all: the product is a service, a combo, or goods without Track Inventory; or it has not been saved yet.

Putaway Rules and Storage Capacities are missing on a tracked product: Storage Locations is off in Inventory settings.

The Sold number is lower than the total ever sold: it counts the last 365 days only.

Common mistakes

Leaving both checkboxes ticked on every product, so the salesperson's product search is full of hinges and screws.
Reading the on-hand button as available stock. Reserved quantities are still on hand; the forecast is the number that accounts for promises.
Attaching cut-sheets to the chatter instead of the Documents button, where the technical office looks for them.

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