Bundles and labels

A bundle is a product made of other products that you sell together at one price, such as an AC unit with its installation. A label is a shelf or barcode sticker for a stock item. Setting up a bundle or printing a label posts nothing. Selling a bundle posts two entries. One is the sale at the bundle price. The other takes the items out of stock at their cost.

Where

Products › New product, then choose Bundle. Labels: Products › select products › Print labels, or Purchases › Print labels

Number

None. A bundle sale carries the number of the bill, invoice or credit note it is on. Labels have no number

Posts to

Setting up and printing: nothing. Selling a bundle: Sales Revenue, Output Tax Payable, the payment or receivable account, Cost of Goods Sold and Inventory

Who

Managers and admins set up bundles and print labels. Cashiers sell bundles at the till

What it’s for

Bundles

• Selling a package at one price: the customer sees one line, and your stock still goes down item by item.
• Each bundle holds 1 to 20 items. An item can be a stock item or a service. A bundle cannot hold another bundle.
• A bundle has no stock of its own. The stock you see for it is how many whole bundles its items can make.
• A bundle can be sold at the till, on a sales invoice, and on a quotation or sales order. Returns are described in Returns and refunds and Credit notes. Selling at the till is in Selling at the till.
• A bundle cannot be bought, received, transferred between stores, put on a delivery, or added to a product family.

Labels

• Printing a sticker with the item name, barcode and, if you want it, the price and a purchase cost code.
• You choose the paper (a label roll, a retail label roll, or an A4 sheet of labels) or a saved Windows label printer.
• Printing labels never changes stock, money or VAT.

Fields

A bundle on the product form

Choose Bundle under What are you selling?. Most fields are the same as for any product. These differ.

Field	What it means	What it changes
Items in this bundle	The items sold together. Search by name, SKU or barcode, then choose Add item. Only active items that are not bundles can be added	Which items leave stock when the bundle is sold
Quantity (on each item)	How many of that item go into one bundle. Above 0, up to 6 decimal places	How much of the item leaves stock for one bundle
Retail price	The price of the whole bundle. The label says whether your company enters prices with or without VAT	The sale amount. Items inside have no price of their own on the sale
Sales VAT rate	The VAT rate of the bundle	The VAT on the bundle line. The rates of the items inside are not used
Bundle cost	Shown only to people who may see costs: the cost of the items added up	Display only. It helps you set the price
Margin	The price before VAT less the bundle cost	Display only
Default cost (on a service item)	Set on the service itself. A service has no stock, so this is its cost for margin	Margin only. It is never posted

• Cost each and Line cost beside each item show the item’s average cost. An item with no average cost yet uses its Default purchase cost. An item with neither shows No cost set, and the margin is then too high.
• Bundle cost is a guide. When you sell, each stock item leaves at its average cost on that day.
• A bundle has no reorder level and no opening stock.

The label window

Select products in Products, then Print labels. The window Barcode labels has three steps on one screen: Selected items, Preview and Print.

Field	What it means	What it changes
Search or scan to add products	Type an English or Arabic name, a SKU or a barcode, or scan. Only active stock items are found	The items on the list
Unit or pack	The unit the label is for, such as a box of twelve. You can choose another when the item has more than one	Which barcode the label carries. A barcode is never carried over from another unit
Registered barcode	The barcode that will print	The bars and number on the label
Copies	How many labels of this item. They are physical labels, not stock quantities	The number of labels. 0 keeps the line on the list but does not print it (only on labels for a received purchase)
Copies for all items	One number for every item. Press Set copies for all	Fills the Copies of every line
Print using (under Change output)	Label roll, Retail label roll or A4 sheet, or a saved Windows label printer	The look and size of the labels

Label setup

Open Label setup in the same window. Only people with the right to change label settings can save.

Field	What it means	What it changes
Label width (mm) and Label height (mm)	The size of one label. Whole millimetres	The size for browser printing. Use 38 × 25 mm browser preset fills it in
Secret word for price codes	Ten different letters standing for the digits 1234567890. Shown only to people who may see costs	How a cost becomes the code on the label
Price code is based on	Last buying price or Average buying price	Which cost the code shows
Cost-code rounding	2 or 4 decimal places	How much of the cost goes into the code
What appears on the label	Tick Item name, Model number, Brand, Item code (SKU), Unit / pack, Barcode bars, Barcode number, Purchase cost code and Selling price	The lines on the label. Available after Use configurable browser layout
Orientation, Horizontal alignment (mm), Vertical alignment (mm)	Portrait or landscape, and a small shift up to 5 mm each way in steps of 0.1 mm	Where the print sits on the label

Buttons

Bundles

Button	When you see it	What happens	Accounts
New product	On the Products list	Opens the form. Choose Bundle	No change
Add item	In Items in this bundle	Opens a search to pick the next item	No change
Remove (beside an item)	In Items in this bundle	Takes the item out of the bundle	No change
Save product	On the product form	Saves the bundle and its items. Changing the price asks for a reason	No change
Activate / Deactivate	Products list, after selecting products	Switches the bundle on or off for new sales	No change
Return (on a bill or an invoice)	On a sale that holds a bundle	Gives back some or all of the bundles. See Fixing a mistake	Posts

Labels

Button	When you see it	What happens	Accounts
Print labels	In the bar over the selected products, in the ⋯ menu of an active stock item, on the Labels tab of a product, or on a posted purchase or goods receipt	Opens Barcode labels	No change
Prepare labels / Label setup	At the top of the window	Switches between printing and settings	No change
Add barcode	An item or unit has no barcode and you may add one	Scan or type a barcode, or create an internal one. A barcode already saved is never replaced	No change
Preview labels	Before a preview exists	Prepares the labels and shows Check your labels. Nothing prints	No change
Change selection	After a preview	Goes back to the list to change items or copies	No change
Print ‹n› labels	After a preview	Opens the browser print dialog, or sends the job to a saved label printer. After the first print the button reads Print ‹n› labels again	No change
Save label defaults	In Label setup	Saves size, code settings and layout for the whole company	No change
Restore	A line set to 0 copies, on labels for a received purchase	Puts back the copies from the document	No change

Statuses you will see on a bundle: active or inactive, like any product. On the Products list a bundle’s stock shows as Not tracked. After a preview, the label window shows the steps Selected items, Preview and Print.

What gets posted

Setting up a bundle, and labels

Neither posts anything. A bundle has no stock, no cost and no journal of its own until it is sold. Previewing labels saves a record of what was previewed, so a reprint comes out the same. It never touches stock, money or VAT.

Selling a bundle

A bundle sale makes two entries. The sale entry is the ordinary one for the bundle’s price. The stock entry takes the items out at cost and has no VAT. Both are dated on the date of the sale.

Example 1aA bundle on a credit invoice: the saleAC with Installation at 1,800.00 · VAT 5% · prices exclude VAT · Pay later

• 1 × AC with Installation1800.00
• VAT 5% on 1,800.0090.00
• Invoice total1890.00

Account	Debit (AED)	Credit (AED)	Why
1100Accounts Receivable	1,890.00		The customer owes the full total
4000Sales Revenue		1,800.00	Income from the bundle, one line
2100Output Tax Payable		90.00	VAT you owe the FTA, counted once
Total	1,890.00	1,890.00	Balanced

The bundle line has no cost of its own. Paid at the till, the first line is the drawer’s cash account instead, as in Selling at the till.

Example 1bThe same sale: the items leave stock1 AC Unit (average cost 1,200.00) + 1 installation service (default cost 300.00)

Account	Debit (AED)	Credit (AED)	Why
5000Cost of Goods Sold	1,200.00		What the AC Unit cost you
1200Inventory		1,200.00	Your stock value goes down
Total	1,200.00	1,200.00	Balanced

The installation is a service. It moves no stock and posts nothing. Its default cost of 300.00 is used only for margin reports, so the margin cost of this bundle is 1,500.00. This entry touches no cash and no receivable.

Example 2A discount on a bundleBundle price 1,800.00 less 180.00 discount · VAT 5%

• 1 × AC with Installation, after the discount1620.00
• VAT 5% on 1,620.0081.00
• Invoice total1701.00

Account	Debit (AED)	Credit (AED)	Why
1100Accounts Receivable	1,701.00
4000Sales Revenue		1,620.00	Income after the discount
2100Output Tax Payable		81.00	VAT on the discounted price
Total	1,701.00	1,701.00	Balanced

The stock entry stays the same as in example 1b: the items cost 1,200.00 whatever you charge.

Rules that hold for every bundle sale:

• Stock cost. Each stock item leaves at the company average cost on the day of the sale, like any other item. The last units at a location leave at the exact value held there. See How cost works.
• Several bundles. Selling 2 bundles takes twice the quantity of every item.
• Service-only bundle. It has no stock entry at all, and no stock limit.
• A stock location is needed when the bundle has a stock item. A bundle made only of services needs none.
• The same item sold loose and inside a bundle is checked together against the stock, not line by line. Two lines cannot each take the same stock.
• Stock you have not received yet. If your company allows selling stock that has not been received, a short item inside a bundle is owed like a loose item. If not, the sale is refused. See Selling at the till.
• The recipe is frozen with the sale. The app saves the items a bundle was made of when it was sold. Changing the bundle later never changes an old sale, its print, its return or its cost.

How the VAT is worked out

• The VAT is worked out once, on the bundle line, from the bundle’s own price and Sales VAT rate. The VAT rates of the items inside do not matter.
• A company setting decides whether the bundle’s price includes VAT. The product form says which, in the label of the price.
• A discount lowers the price first. VAT is worked out on what is left (example 2).
• A return takes back the VAT of the bundle line once (example 3a).
• If your company is not VAT registered on the sale date, there is no VAT line, as on any other sale.

Returning a bundle

A bundle is returned as one line. Revenue and VAT come back at the price sold. The items go back in stock at the cost they left with, in a separate entry. This example is a credit note for the invoice in example 1.

Example 3aReturning the bundle: the credit note1 bundle returned in full · invoice left on account

Account	Debit (AED)	Credit (AED)	Why
4100Sales Returns and Allowances	1,800.00		Sales given back
2100Output Tax Payable	90.00		VAT you no longer owe the FTA
1100Accounts Receivable		1,890.00	The customer owes 1,890.00 less
Total	1,890.00	1,890.00	Balanced

Example 3bReturning the bundle: the items go backGoods put back in stock · AC Unit returns at its 1,200.00 cost

Account	Debit (AED)	Credit (AED)	Why
1200Inventory	1,200.00		The AC Unit is back in your stock
5000Cost of Goods Sold		1,200.00	The cost of that sale is reduced
Total	1,200.00	1,200.00	Balanced

If you do not put the bundle back in stock, only example 3a is posted and no stock moves. You can return part of a sale of several bundles, then the rest.

For a bill paid at the till, the refund is paid out as on Returns and refunds.

Where it shows up

Place	What changes
Products list	Filter Type under More filters to see Bundles. A bundle’s stock shows as Not tracked
Product page	Items in this bundle is listed with quantities. People who may see costs also see each item’s cost, Bundle cost and Margin. On the Labels tab a bundle says it has no stock to label
Till search and Products	The Bundle tag, with the number of bundles the items can make. A service-only bundle has no limit
Quotations and sales orders	A bundle can be quoted and ordered. Search shows it with a Bundle tag
Sales history, Day book	The bill or invoice shows the bundle as one line. The stock entry is listed in the Day book as Bundle stock issued, and a return of items as Bundle stock returned
Stock movement report	Each item’s movement reads “‹bundle name› · ‹document number›”, so you can see which bundle took it
Printed receipts and invoices	The bundle line. If Show bundle items is on (Settings › Printing, under Receipt options), the items and quantities print under it, never with a price or cost
VAT return (Detailed Reports › Tax)	The bundle line’s VAT counts once in the period of the sale
Profit and loss, Balance sheet	Sales Revenue, Cost of Goods Sold, Inventory and Output Tax Payable
Labels	A bundle has no label. Its items can have labels

Show bundle items is a company setting. It applies to bills and invoices posted after you switch it on or off. Documents already posted keep how they were printed.

What the app blocks

Setting up a bundle

Situation	What you see
No items	Add at least one item to this bundle.
More than 20 items	A bundle can hold up to 20 items.
The same item twice	This item is already in the bundle. Change its quantity instead.
Quantity of 0 or not a number	Enter a quantity above 0.
An item that is not in your products	Choose an item from the list.
A bundle inside a bundle	A bundle cannot contain another bundle.
An inactive item	This item is inactive. Choose an active item.
No active item matches the search	No active items match. Try another name or SKU.
Deactivating an item that is in an active bundle	This item is used in bundle ‹bundle›. Remove it from the bundle first.
Switching a bundle on while one of its items is inactive	This bundle has an inactive item. Activate or remove that item first.
Putting a bundle in a product family	A bundle cannot be part of a product family.
Changing a product to or from a bundle after it has been sold or has stock history	Item type cannot change after this product has inventory, purchase, or POS history, because its stock would have to be written off. Create a new product with the right type and move the stock with a stock adjustment.

You can switch a bundle and its items off together: select both on the Products list. Switch them on again the same way.

Selling a bundle

Situation	What you see
An item is short and selling unreceived stock is off	Not enough stock of ‹item› for this bundle (need 2, have 1).
An item is no longer available	‹item›, an item of this bundle, is no longer available. Update the bundle first.
The number of bundles needs a part of an item its unit cannot hold	This quantity of the bundle needs a part of ‹item› that its unit can’t hold. Choose a quantity that gives whole units of ‹item›.
Invoice with a stock item in the bundle and no stock location	Select a stock location for inventory items.
A bundle on a delivery	Bundles can’t go on a delivery. Invoice them directly.
A bundle on a purchase order	A bundle can’t be bought. Order its items instead.
A bundle on a goods receipt or purchase	Bundles have no stock of their own and cannot be received. Select an inventory item.
Putting a till bill with a bundle on credit afterwards	This sale has a bundle, so it can’t be changed to a credit sale.
Editing or deleting a sale after owed stock inside it has arrived	Part of this invoice’s stock was owed and has since arrived. Use a credit note instead. or, for a till bill, Part of this bill’s stock was owed and has since arrived. Use a customer return instead.
Date in a locked period, or in a VAT return with locked figures	The same messages as on any sales invoice

At the till the bundle is not offered for transfer between stores, because it has no stock of its own. Move its items instead.

Returning a bundle

Situation	What you see
More bundles than are left to return	The usual messages on Credit notes and Returns and refunds
A quantity that would put back part of an item that cannot be split	Returning this many bundles would put back part of an item that can’t be split.
Using Cancel refund on a till refund that put bundle items back	This refund put bundle items back in stock, so it can’t be voided. with the advice Edit or delete it instead.
Replacing a credit note that returned a bundle	A credit note with a bundle can’t be replaced this way.
Editing or deleting a return after its items were sold again (till refund)	‹item›, an item of a bundle in this refund, has already been sold or moved, so the refund cannot take it back out of stock. Adjust the stock first, then try again.
Editing or deleting a credit note return after its items were sold again	‹item› was put back by this return and has since been sold or moved, so the return can’t be changed. You can adjust the stock instead.

Labels

Situation	What you see
No item chosen	Select at least one item. Search above to add products or undo a removal.
More than 100 items	Select no more than 100 items. Remove items before preparing labels.
Copies not a whole number from 1 to 100	Enter copies as a whole number from 1 to 100.
More than 500 labels at once	Prepare no more than 500 labels at once. Reduce copies or remove items.
Copies for all items would pass 500 labels	These copies would exceed 500 labels. Use fewer copies or remove items.
Unapplied Copies for all items left in the box	Copies for all are not applied yet. Set copies for all or clear the field before preparing.
An inactive item in the list	This item is inactive. Remove it from labels or reactivate it first.
A service in the list	Service items cannot have barcode labels. Remove this item.
An item with no barcode	This item has no barcode yet. Add one in Products (Edit product, Barcode), then open Labels again.
A unit with no barcode, and you may add one	‹unit› has no barcode yet. Use Add barcode to scan or type one, or to create an internal one. A barcode that is already saved is never replaced.
A unit with no barcode, and you may not add one	‹unit› has no barcode yet. Ask someone who can edit products to add one in Products, under Edit product. It cannot be printed until it has one.
A purchase or goods receipt with no stock items	This document has no stocked items to label.
A label too short for the plain template	Use a label at least ‹n› mm high for this template.
A label too big for an A4 sheet	This label does not fit an A4 sheet with 10 mm margins. Choose label roll or smaller dimensions.
A barcode too long for the label width	‹SKU›: barcode is too dense. Choose a wider label or a shorter registered barcode.
The secret word is not ten letters	Enter exactly 10 letters, in digit order 1234567890.
The secret word repeats a letter	Each cost-code letter must be different.
Saving label setup without the right	You don’t have permission to change label settings. Ask someone who can manage them.
Someone saved label setup first	Settings changed in another session. Close and reopen Labels to load them before saving again.
The browser cannot open the print dialog	Printing problem: the browser could not open the print dialog for ‹paper›. followed by the reason and “Your selection and preview are kept.”

The browser cannot tell whether paper came out. After Print, check the labels yourself. Printing again only prints; nothing is saved or changed.

Warnings that do not stop you

• Bundle without a cost. An item with No cost set makes the margin too high. You can still save and sell.
• Selling below cost. The Below cost badge on an invoice line does not appear for a bundle line, because the line itself carries no cost. Check Margin on the product page.
• A default secret word. If you keep the standard word, Label setup warns that anyone who knows it can read your buying prices. Set your own ten different letters.
• Cost code on labels. A product with no cost known prints without a code. The preview lists it as No cost evidence: cost code omitted.

Who can do it

Action	Admin	Manager	Cashier
Create or change a bundle, switch it on or off	Yes	Yes	No
See the cost of a bundle’s items and its margin	Yes	Yes	No
Sell a bundle at the till	Yes	Yes	Yes
Sell a bundle on a sales invoice	Yes	Yes	No, cashiers sell at the till
Return a bundle, or edit a sold bundle	Yes	Yes	No
Delete a sold bundle	Yes	No	No
Show bundle items on printed bills (Settings › Printing)	Yes	No	No
Prepare and print labels in the browser	Yes	Yes	No
Print labels on a saved Windows label printer	Yes	Yes	No
Add a barcode from the label window	Yes	Yes	No
See Label setup	Yes	Yes	No
Change Label setup	Yes	No	No
See the secret word and cost basis in Label setup	Yes	Yes, with the right to see costs	No

• The purchase cost code on a label is shown only to people who may see costs. Someone without that right does not see the code on the preview or in Label setup. The cost code at the till is different: cashiers see it, but never the cost. See Products.
• On the Products list, Print labels is shown only to people who may also switch products on and off and see costs. A custom role needs those rights as well as the label rights.
• The standard Manager role can look at Label setup but cannot save it. An administrator can give a custom role the right to change it.

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

1. A wrong item or quantity in a bundle that has never been sold. Open the bundle in Products, change Items in this bundle, and choose Save product. Nothing is posted.
2. A wrong recipe on a bundle that has been sold. Change the bundle now. Past sales keep the items they were sold with, so their cost and their return stay right. If one past sale should have used the new recipe, an admin deletes that sale and you enter it again. A sale you enter now reads the bundle as it is today.
3. Something wrong with a posted sale that holds a bundle. Use Edit bill on the bill or invoice, as on any sale. The sale is restated and the stock cost is worked out again for the new number of bundles. VAT is still counted once. A change to the note only leaves the stock entry as it was. See Sales invoices and Finding and editing bills.
4. The customer returns the bundle. Use Return on the bill, or Return on the invoice for a credit note. Choose to put the goods back in stock if they came back. A return you made can be edited or deleted, unless its items have been sold again.
5. Some of the bundles come back, or the goods are not coming back. Enter how many bundles are returned. You can return the rest later. On an invoice or a customer-account bill you can choose not to put the goods back in stock. The money is then credited and no stock moves. A bill paid at the till always puts the returned items back.
6. The sale should never have been recorded. An admin deletes it (More › Cancel erroneous sale on an invoice). The sale, VAT, stock entry and cost entry are all removed, and the stock goes back.
7. A bundle created as the wrong type, or an item that should not be in it. Before any sale, edit the product and save. After a sale or stock movement the type cannot change. Create a new product with the right type.
8. A label printed wrong. Printing posts nothing, so there is nothing to undo. Choose Change selection, fix the copies, and print again. Prepare a new preview if you changed Label setup, because a prepared batch keeps the settings it was made with.
9. The cost code on a label is blank or wrong. Blank means no cost is known for that item yet. With Last buying price, the cost is the price on the posted purchase after discounts, including VAT you cannot claim back. A goods receipt price does not count in Label setup. Opening stock gives no last buying price; choose Average buying price to use its value. Labels printed from a purchase or goods receipt use the cost of that document, which the preview shows as Cost from this received document.