Products

The Items page manages the master data of all products and goods that are transported in X4fleet, billed on a service basis or kept as containers and tools. It lists all recorded products in a configurable table and provides an entry dialog in which designations, dimensions, prices, assignments to other master data as well as translations and images are maintained. The page is used by dispatchers and administrators; web order users see a reduced view.

Note: Access to this page is restricted to certain roles (including Administrator, Dispatcher and web order users). Which fields and actions are visible depends on the role and the enabled modules.

1. Navigation

The product overview is accessible via the main menu under Master Data › Items.

2. Product Overview (Table)

The overview shows all products in a sortable and configurable table. Each row represents one product.

Columns and Filter Row

By default, the table shows the columns Id, Ref ID, Name, Goods type, Code / Article number, Unit, Price per Unit excl., Price per Unit incl., Show in APP and Fast position creation. The list is initially sorted in descending order by Id.

Around 35 further columns can be shown, including Load unit kind, the visibility in the order app and in the WEBOrder, the «Don’t create position» options, Description, Notes, Synonyms, Specialities, ADR, Goods group, the dimensions, Color, Goods picture (image), the loading and unloading times, Bookkeeping Income Account, the VAT, Veva code, the surcharge and the custom fields.

Below the column headers there is a filter row. Entries in the filter row are only applied when you apply the filter with a click. By default, the table shows 50 rows per page; 50, 100, 250, 500, 1000 or 2000 rows can be selected.

Sorting and Column Configuration

Clicking a column header sorts the list in ascending or descending order by that column. The visible columns and their order can be adjusted per user; the configuration is saved per user and is retained after logging out.

In addition to the standard columns, up to three custom fields (custom product fields) are available, which can be labeled and shown on a client-specific basis.

Open a Product

Clicking the corresponding toolbar action or double-clicking a row opens the product in the entry dialog (see Section 5).

3. Toolbar Actions

The toolbar of the product overview provides the following functions:

• Add: Opens the entry dialog for creating a new product.
• Edit: Opens the selected product in the entry dialog. The button is only active if exactly one row is selected.
• Remove: Removes one or more selected products after a confirmation prompt (see Section 11).
• Select all listed / Deselect all: Selects or deselects all listed products.
• Refresh: Reloads the table.
• Search: Searches the displayed list.
• Clear filter: Resets the filters of the filter row.
• Export: Exports the displayed list.
• Add template / Layout settings: Save personal column and filter configurations as a template and restore them.
• Settings: Adjusts the table layout and shows or hides columns.
• Reset table view to default: Resets the view to its initial state.

Note: The actions for creating, editing and deleting are only available to users with the corresponding permissions.

4. General Information

The basic data of the product is entered in the left-hand General area of the entry dialog:

Note: Show in OrderAPP and Show in WebOrder (and therefore Assignment purchasers) are only available if the module for web orders or for trading is activated. Web order users do not see Goods group, the color field, the «Don’t create position» options, the display options and Fast position creation.

5. Creating and Editing a Product

To create or edit a product, a movable dialog window opens. Its title is made up of the goods type and the action, e.g. Add Service or Edit Load units. Only one dialog is open at a time. Save saves the entries; Cancel closes the dialog without saving.

Goods Type

The Goods type field defines the type of the product. Depending on the goods type, different fields and areas are displayed:

New products are pre-filled with the goods type Shipping units, article and the unit «Piece». If the goods type is changed, the system resets the unit to «Piece», clears the dimensions and disables options that are not available for the new goods type.

Note: For load carriers that are managed as a physical load unit, the goods type is locked and can no longer be changed.

Dialog Layout

The dialog is divided into two areas:

• Left: the General area with the basic data (see Section 4).
• Right: expandable areas, all of which are collapsed when the dialog opens:
  • Dimensions (see Section 6)
  • Load unit behavior (load carriers only, module-dependent) and Load/unload times (see Section 7)
  • Invoicing (see Section 8)
  • GU Parameters (module-dependent) and Additional (see Section 9)

Restricted View

Web order users see a reduced form. For them, Goods group, the color field, the «Don’t create position» options, the display options for the app, the order app and the WEBOrder, Fast position creation, Is pilable and Is stackable as well as the areas Load unit behavior, Load/unload times, GU Parameters and Additional are hidden. In the Invoicing area they only see some of the price fields (see Section 8).

6. Dimensions and Quantities

The Dimensions area records the physical properties of the product:

• Length (cm), Width (cm) and Height (cm)
• Volume (m³) and Volume (l)
• Area (m2)
• Weight (kg)
• Loading meters (m)
• Pallet count
• LPC (Loading platform consumption)
• Diameter (cm)
• Is pilable and Is stackable (only for the goods types Load units and Shipping units, article)

All values must be greater than or equal to 0. Length, width, height and diameter allow at most one decimal place.

Automatic Calculations

• From length, width and height, the system calculates the volume, area, loading meters and number of pallets.
• Volume (m³) and Volume (l) are converted into each other.
• If a diameter is entered, width and height are cleared and locked. If length, width and height are entered, the diameter is locked.

Unit Default Values

The selected unit controls the default values: when a unit is selected, the dimension fields are reset and pre-filled to match the unit. Certain units set individual dimension fields to read-only:

• Weight units (kg, g, t) lock Weight (kg).
• Volume units (m³, l, dl, dm³, cm³) lock the volume fields.
• Area units (m², cm²) lock Area (m2).
• The loading meter unit locks Loading meters (m).
• Pallet and Euro pallet lock Pallet count.

Note: For products of the goods type Service, the Dimensions area is not displayed. For the goods type Bulk materials, Liquids, LPC (Loading platform consumption) is fixed at 1.

7. Load Unit Behavior and Load/Unload Times

Load Unit Behavior

The Load unit behavior area is used to configure physical load units for a load carrier:

• Load unit kind: Specific or Temporary specific
• Generic parent product
• Number

In the Load units list, the associated load units can be added, edited and removed via a separate dialog.

Note: This area is only displayed for the goods type Load units, only if the corresponding module for load units (specific or temporary-specific) is activated, and is not available to web order users.

When the dialog is cancelled, unsaved changes to the load units are undone.

Load/Unload Times

In the Load/unload times area, the service times per unit are entered in minutes:

• SPS ↑, per unit (min) and SPS ↓, per unit (min): time per unit at the site for pickup (↑) or dropoff (↓).
• Dep. ↑, per unit (min) and Dep. ↓, per unit (min): time per unit at the depot for pickup (↑) or dropoff (↓).

The values must be greater than or equal to 0; tooltips explain the individual fields. This area is not available to web order users.

8. Prices

Prices are entered in the Invoicing area. The area is always present; which fields it contains depends on the invoicing module.

Without an active invoicing module, only Price per Unit excl. is displayed.

With an active invoicing module, a selection switch is used to choose between two price types:

The following fields are also available:

• Price product: reference or parent price product
• Price per Unit excl. and Price per Unit incl.: the two values are converted into each other using the selected VAT rate and rounded to two decimal places.
• Surcharge (%)
• Bookkeeping Income Account and Bookkeeping VAT sales tax: links to the accounting revenue account and to the sales VAT

With the price type Graduated, the read-only field Graduated price excl. shows the entered tiers; the associated edit button opens the Graduated prices dialog.

Note: Web order users see Price per Unit excl. and, with an active invoicing module, also Price per Unit incl. and the VAT.

Graduated Prices

The price tiers are entered in the Graduated prices dialog:

• Total values checkbox
• Table with the columns Quantity equals or greater than, Price per unit excl. and Price per unit incl.. The Price per unit incl. column is read-only and is only displayed if a VAT rate is selected.

Rows can be added, edited by double-clicking and deleted; changes to a row are applied with ✓ or discarded with ✗. The values must be greater than or equal to 0, and the tiers are sorted by quantity. At least one tier must be entered, otherwise the message At least one tier must be defined appears.

Note: Send saves the graduated prices immediately, independently of saving the product.

9. Assignments

In the Additional area, various other master data can be assigned to the product:

• Specialities
• Required vehicle qualifications
• Driver skills
• Synonyms: alternative designations for the product.
• Allowed Vehicle Kinds and Not Allowed Vehicle Kinds: the two selection fields are mutually exclusive – a vehicle kind cannot be allowed and not allowed at the same time.
• ADR: dangerous goods. Only available if the module for dangerous goods is activated, and only for the goods types Bulk materials, Liquids and Shipping units, article.
• Veva code: single selection. Only available if the VEVA module is activated, and not for the goods types Service and Load units.
• Custom fields: up to three client-specific custom fields; each field only appears if a label is configured for it.

This area is not available to web order users. The assignment to web order requesters is made in the General area via Assignment purchasers (see Section 4).

GU Parameters

When the GC tariff module is active, the GU Parameters area is displayed for the goods types Bulk materials, Liquids and Shipping units, article (not for web order users):

• Options Refrigerated cargo, EX/II, EX/III, Is hazardous and Tire
• Selection field GU params (Considered parameters for GU calculation) with the values Weight, Volume, Area, Loading meter and EUR-pallet. If the selection is left empty, All parameters apply.

If the goods type is changed, the four options are reset.

10. Translations and Image

In the entry dialog, the Name, Description and Notes of the product can be entered directly in multiple languages (German, English, Spanish, French, Italian). Name is a mandatory field.

In addition, the following information can be maintained:

• Goods picture: An image of the product can be uploaded and displayed via a preview.
• Color: A color can be assigned to the product via a color field for visual identification and removed again via the associated button (not for web order users).

All information is saved together with the product.

11. Deleting a Product

Products that are no longer needed can be deleted from the overview.

1. Select one or more products.
2. Click the Remove button in the toolbar.
3. Confirm the confirmation prompt Are you sure you want to delete this product?.

Deleting several products at once (batch operation) is supported.

Note: Deleting is only available to users with the corresponding permissions.

12. Notes

• Which areas, fields and actions are visible depends on the goods type, the user role and the enabled modules (e.g. invoicing, load units, dangerous goods, VEVA, GC tariff, web order).
• The goods type is only locked for load carriers that are managed as a physical load unit. Changing the goods type resets the unit and the dimensions.
• Graduated prices are saved separately in the Graduated prices dialog.
• Web order users work with a reduced form and do not see certain areas and fields.