The Product List is where you see all your products in one place. From here, you can search, filter, edit, or delete any product. Think of it as your master catalog — every item you sell starts here.

When to use this: When you need to look up a product, edit its details, check pricing, or manage your product catalog.

Prerequisites

• At least one Category must exist (Product Setup > Category Setup)
• At least one Department must exist (Product Setup > Department Setup)
• GST rates configured if tax applies (Sales Setup > GST Setup)

Product List Overview

📝 General Description

The Product List page shows all registered products in an interactive data grid. From here you can search, filter, sort, add, import, export, and edit products.

⚙️ UI Elements

• 🔴 1. + Add New (Green Button)
  • Function: Opens a blank product creation form. See section 2.2 Add New Product.
• 🔴 2. Import (Blue Button)
  • Function: Opens the bulk import interface to upload products via Excel/CSV. See Chapter 11.
• 🔴 3. Export (Orange Button)
  • Function: Downloads the currently filtered product list as an Excel file.
• 🔴 4. Search Bar
  • Function: Instantly filters products by item name, barcode, or item number. Type and results update in real-time.
• 🔴 5. Filter Icon (🔽)
  • Function: Opens the Column Visibility Panel and the Advanced Filter Panel. The Column Visibility Panel lets you toggle columns ON (visible, blue) / OFF (hidden, grey) to customize which columns appear in the data grid. The Advanced Filter Panel lets you filter by Category, Department, Supplier, Show Deleted, etc.
• 🔴 6. Data Grid
  • Function: Displays all products. Click any column header to sort. Click the blue Item No link to open the product edit form.
• 🔴 7. Pagination
  • Function: Navigate between pages. Use "Show X Entries" dropdown to control page size (10/25/50/100).

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2.1.1 Data Grid Columns

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2.1.2 Column Visibility Filter Panel

Click the 🔽 filter icon (top-right of the toolbar) to open the Column Visibility Panel. Each toggle switches a column ON (visible, blue) or OFF (hidden, grey).

Default Visible Columns (🔵 ON)

Hidden Columns (⚪ OFF by default)

These columns are available but hidden by default. Toggle them ON to see additional product data:

[!TIP] Toggle SupplierName ON when reviewing vendor relationships. Toggle CostPrice OFF when sharing screen with non-management staff to hide margin data.

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2.1.3 Advanced Filters

Click the 🔽 filter icon to expand the filter panel on the right side of the data grid.

Toggle Behavior: Show Deleted

[!TIP] Use the Column Visibility toggles to customize which columns appear. This is especially useful if you have many custom fields (UserFld1-10) and want to hide irrelevant ones.

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2.1.4 Export

Click the Export button to download the current view as an Excel file.

• Only the currently filtered records are exported
• Column order matches the current grid view
• Useful for: inventory audits, price list reviews, sharing catalog with suppliers

💡 Example

Scenario: A store manager needs to send a price list of all "Accessories" category products to a new vendor.

1. Click the 🔽 filter icon → Select Category = "Accessories"

2. Click Export → Excel file downloads with only Accessories products

3. Email the file to the vendor with current retail and cost prices

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2.1.5 Import

Click the Import button to bulk-upload products from a spreadsheet.

Step-by-Step

1. Click Import (blue button).

2. Click Download Template to get the Excel template with correct column headers.

3. Fill in product data in the template (ItemName, ItemPrice, CostPrice, CategoryName, etc.).

4. Upload the completed file.

5. The system validates the data and shows a preview. 6. Click Confirm Import to finalize.

[!WARNING] Duplicate ItemNo values will update existing products instead of creating new ones. Always verify your ItemNo column to avoid accidental overwrites.

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2.1.6 Editing a Product

Click any blue Item No link in the data grid to open the product edit form. The edit form contains multiple tabs for comprehensive product configuration.

Edit Form Tabs

💡 Example

Scenario: A retail manager needs to update the price of a t-shirt from $29.90 to $34.90.

1. Go to Product List → Search for the t-shirt by name or barcode.

2. Click the blue Item No link → Edit form opens.

3. Change Item Price from 29.90 to 34.90. 4. Click Save → Price is updated immediately.

Expected Result: Your changes are saved and applied to the product.

5. The new price will sync to all POS terminals on next data refresh.

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2.1.7 Deleting & Restoring Products

EQuipWeb uses a soft-delete system — deleted products are not permanently removed from the database. They are hidden from active lists and POS terminals but can be restored at any time.

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Safe Delete (Step-by-Step)

Step 1. In the Product List, click the blue Item No link of the product you want to delete. The product edit form opens.

Step 2. Scroll down to the bottom of the edit form. You will see three buttons in the footer:

Step 3. Click the red Delete button. A confirmation dialog appears — click Yes to confirm.

Step 4. The product is now safely deleted:

• ❌ It will not appear in the default Product List
• ❌ It will not appear on POS terminals
• ❌ It cannot be sold at any outlet
• ✅ It still exists in the database and can be restored

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Restore a Deleted Product (Step-by-Step)

Step 1. In the Product List, click the 🔽 filter icon to open the Advanced Filter panel. Scroll down to find the Show Deleted Product checkbox and enable it (check the box). Then click the Search button.

Step 2. The data grid now includes deleted products. An active filter tag "Show Deleted Product ✕" appears above the grid confirming the filter is active.

[!TIP] Deleted products appear alongside active products in the grid. Scroll right to find the Deleted column — deleted products will have their Deleted checkbox checked (☑).

Step 3. Click the blue Item No link of the deleted product to open its edit form.

Step 4. Scroll to the bottom of the form. Instead of the Delete button, you will see an orange Restore button:

Step 5. Click the Restore button. The product is immediately restored:

• ✅ It appears in the default Product List again
• ✅ It becomes available on POS terminals (after data sync)
• ✅ The Delete button reappears in the footer (replacing Restore)

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Understanding Safe Delete vs. Permanent Delete

[!WARNING] safely deleted products do not appear on POS terminals. If a cashier reports a missing product, always check if it was accidentally deleted by enabling the Show Deleted Product filter in the Product List.

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Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

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How to Add a New Product

1. Navigate to Product Setup from the sidebar menu.

2. Click the + Add New button (green button).

3. Fill in the required fields in the form.

4. Fill in any optional fields as needed.

5. Click Save to create the new product.

✅ Expected Result: The new product appears in the list and is available for use across the system.

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How to Edit a Product

1. Navigate to Product Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to edit.

3. The edit form opens with all current values pre-filled. Modify the fields as needed.

4. Click Save to apply your changes.

✅ Expected Result: The product is updated and changes take effect immediately.

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How to Delete a Product

1. Navigate to Product Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to delete.

3. In the edit form, scroll down to the bottom.

4. Click the Delete button (red button).
5. A confirmation dialog appears — click Yes to confirm.

✅ Expected Result: The product is soft-deleted — hidden from active lists and POS but can be restored later.

[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.

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FAQ

Q: Why is my product not showing on the POS? A: The POS needs to sync first. Check Terminal Status to see the last sync time. Also verify the product is not deleted and is assigned to the correct outlet.

Q: Can I delete a product that has sales history? A: You can soft-delete it (it will be hidden from active lists and POS), but it cannot be permanently removed because it is linked to transaction records.

Q: How do I update prices for multiple products at once? A: Use the Data Importer > Product Importer to bulk update. Export the current list, modify prices in the spreadsheet, then re-import.

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Troubleshooting

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Related Menus

• Category Setup — product categorization
• Department Setup — reporting hierarchy
• Sales Setup > GST Setup — tax rates for products
• Data Importer > Product Importer — bulk product upload
• Sales Setup > Payment Mode — payment methods at POS

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Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.

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Field Reference

[!NOTE] Additional fields specific to this page are documented in the sections above. The table above shows common fields present across most pages.