Open CAPPS

Add a product or a service to a document

Version 2026.11 Reading time: 4 min Permission required: Create and edit

From a quote, an order or an invoice, you choose a product or a service from your catalog: CAPPS fills in the line with its description, its price excl. VAT and its VAT rate.

Steps

  1. In the document, scroll down to the List of items / services block and click Add from products / services catalog.

  2. The Choose Item / Service window opens. Type a code or a description in the search box, or filter with All, Item or Service. Each entry shows its price incl. VAT, its price excl. VAT, its VAT rate and, for a product, its stock.

  3. Click the entry, then Choose, or double-click it. With the keyboard: up and down arrows to move, Enter to choose, Esc to close.

  4. A line is added: Item Name takes the description, Qty is 1, Excl. Tax Price and VAT come from the record, and the Unit Price Incl. VAT is calculated.

  5. Adjust the quantity, the price or the VAT if needed. The line receives a copy of the record's values: your changes on the document do not change the catalog.

The entry does not exist yet? Click New Item in the selection window: CAPPS opens the record of a new product, or of a new service if the Service filter is selected. For a one-off line outside the catalog, use Add new item instead and enter the line yourself.

The same catalog entry can appear only once in the document: CAPPS refuses the second addition with “Item '…' is already in your list.” (or “Service '…' …”). Change the quantity of the existing line instead.

Only active entries are offered. To use a deactivated entry, reactivate it first: see Find, deactivate or reactivate a product or a service.

Stock alerts

For a product whose record has Manage Stock turned on, CAPPS compares the quantities with the record's Current Stock:

  • when adding, if the stock is 0 or less: “Out of stock for … (available stock: 0).”. The line is added anyway;
  • when adding, if the remaining stock reaches the record's Min or falls below it: “Minimum Stock Reached For Product …”;
  • when validating an invoice or a delivery note, if the document's quantities (totaled per product) exceed the stock: “Insufficient stock (…: n requested, m in stock).” warning. Validation continues.

If your branch forbids selling without stock, validation is refused: “Validation not possible: Insufficient stock (…). The branch does not allow selling without stock.”. Reduce the quantity or update the stock on the record, then validate again.

To continue entering and validating the document, see Create a quote or an invoice and Validate an invoice or a quote.