Manual Items & Catalog
The item is Swifto's product repository: it feeds stock, sales and purchasing. Each item carries its code, its barcode, its prices, its VAT, its category, its management mode (batch / expiry date) and its photos.
Overview
The item is the central element of the system: it's the heart of stock and sales. Every piece sold, purchased, stocked or counted in a stocktake references an item. The item record centralizes the product's identity (code, barcode, label, domain and category), its prices (ex-works, reseller, customer, consumer), its VAT, its stock management mode and its photos.
Business goal
- Build the company's product repository
- Set the price levels and the VAT
- Define the stock tracking mode (simple / batch / expiry date)
- Feed sales, purchasing, stocktakes and the catalog
Target audience
- Product / catalog management — create and maintain the records
- Warehouse clerks — manage batches, expiry dates and stock
- Sales staff — apply prices and specific rate agreements
Position in the system
The item is upstream of everything: it is consumed by Stock, Sales and Purchasing. A well-filled-in item determines the reliability of the whole chain.
Access and navigation
Left-hand side menu: Stock → Items.
List of items
The list of items is displayed as product cards (3 columns), not as a table. Each card shows the image, the label, the code, the category and the prices. At the top: a global filter (code or item) and an advanced Search button.
Reading an item card
| Element | Description |
|---|---|
| Header | Internal code + item label (e.g. 467802 — SMART SUPERVISOR MODULE). |
| Star | Item present in the catalog (solid star) or not in the catalog (grey star). |
| Stock icon | Stockable item (tracked in stock). |
| Photo | Main product image (default photo if not provided). |
| Category | Item's parent category › category chain. |
| Price | Customer (excl. tax), reseller and consumer price, in the company's currency. |
Advanced search
The Search button opens a premium dialog for filtering by domain, category, catalog, barcode, code and label.
Article search
Create / edit an item
Click New. Fill in the identity, the prices, the VAT and the stock management mode, add the photos, then save.
Form fields
| Field | Description |
|---|---|
| Domain | Top-level family classifying the item. |
| Category | Category (and its parent category) the item belongs to — section 5. |
| Label * | Item's name (mandatory, unique). |
| Code | Item's internal code (unique within the company). |
| Barcode | Scannable barcode (unique) — can be by weight or by price. |
| Ex-works price | Reference cost; values purchases and returns, and acts as the floor for selling prices. |
| Reseller / customer / consumer price * | The three selling price levels (≥ ex-works price, ascending order enforced). |
| VAT | VAT rate applied to the item. |
| Variable price | If Yes, the unit price remains editable at the time of sale. |
| Batch management | Enables tracking by batch (advanced mode) — section 9. |
| Expiry-date management | Tracking by expiry date (available if batch management is enabled). |
| In catalog | Makes the item visible in the commercial catalog (star on the card). |
| Photos | Up to several images of the product (the 1st is shown on the card). |
Price consistency
Swifto checks the order of prices: reseller and customer must remain ≥ ex-works price. An inconsistent price blocks saving, with a help message.
Categories & catalog
Categories organize items into a tree: a category can have a parent category, forming families (parent › child). A root category can be given a distinctive color.
Category tree
- Electronics
- IoT Modules
- Accessories
- Food
- Groceries
Catalog
The In catalog flag on the item record decides its presence in the commercial catalog.
- Cataloged item (visible)
- Not in catalog (referenced only)
The color of root categories is used in some screens (CRM, point of sale) to visually identify product families.
Price by customer / seller
Beyond the base prices on the item record, Swifto manages specific rate agreements: a negotiated price for a given customer, or a price dedicated to a seller. These grids take precedence over standard prices at the time of sale.
| Item | Customer | Standard price | Specific price | Currency |
|---|---|---|---|---|
| 467802 — SMART SUPERVISOR MODULE | SOCIÉTÉ FONDS CLAIR | 650.000 | 595.000TND | Dinars |
| 300145 — USB-C CABLE 2M | ECAR | 12.500 | 10.900TND | Dinars |
Price by customer
Negotiated rate automatically applied when this item is sold to this customer.
Price by seller
Rate tied to a seller (e.g. field seller), used for their sales.
Competitor items
Swifto lets you reference competitor items and track their prices on the market, alongside your own items. This price watch helps position your offering.
Competitor price tracking is handled in a dedicated module (Competitor items / Competitor price tracking); it ties back to the item repository described here.
Lifecycle (workflow)
flowchart LR
A([Item creation]):::p --> B[Identity + price + VAT]:::p
B --> C{Stockable?}:::d
C -->|yes| D[(Stock entry)]:::st
C -->|no| E([Service / not tracked]):::s
D --> F([Available for sale]):::ok
E --> F
F --> G([Sale / Delivery note]):::ok
B -.->|catalog| H([Commercial catalog]):::s
classDef p fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
classDef d fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
classDef st fill:#e9e6ff,stroke:#867bfe,color:#5b4dee;
classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;Business rules
Uniqueness of code and barcode — each item has a code and a barcode that are unique within the company. A duplicate is rejected on save.
A single stock management mode — an item is tracked in simple mode, by batch, OR by batch + expiry date. Expiry-date management is only available if batch management is enabled (and in advanced stock mode).
Price hierarchy — ex-works price ≤ reseller price ≤ customer price. The ex-works price acts as the floor and values purchases and returns.
Variable price — an item with variable pricing lets the salesperson adjust the unit price at the time of sale (within configured limits).
Roles & permissions
| Action | Product management | Warehouse clerk | Salesperson | Admin |
|---|---|---|---|---|
| View items | ✅ | ✅ | ✅ | ✅ |
| Create / edit an item | ✅ | — | — | ✅ |
| Manage categories / catalog | ✅ | — | — | ✅ |
| Manage batches / expiry dates | ✅ | ✅ | — | ✅ |
| Set price by customer / seller | ✅ | — | ✅ | ✅ |
| Delete an item | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
FAQ & Tips
My item can't be created?
Check the uniqueness of the code and barcode and the price consistency (reseller/customer ≥ ex-works price). The error message indicates the cause.
I don't see the expiry-date option?
Expiry-date management only appears once batch management is enabled, and only if the company is in advanced stock mode.
Tip — a clean catalog
Only check In catalog for items that are actually sold: your salespeople gain clarity, and the catalog stays relevant.
