Product selection in business documents

The product selection tool provides various filters and options that help you select products for a business document considering such details as a product price, quantity, and availability in different storage locations. With these options, you can create the required product list and in one click add it to the document.

The tool is available in many sales, purchase, production, service, and warehouse documents. Typically, if the tool is available in a document, you can open it by clicking the Select button on the document's tab with a product table. In some documents, the button name can be a bit different or there is a select menu instead. For the exact instructions how to open the tool from a specific document, see the article about that document.

The subsections below describe the tool's look and feel and steps how to use it. See Panes and filters overview and Using product selection tool respectively.

Panes and filters overview

The look and feel of the product selection tool varies depending on the document from which you open it. Typically, the tool contains the following panes:

Pane	Description
Product selection	Shows a product list from which you can select items to be added to a document. To learn more, see Product selection section. It is usually the left pane of the tool.
Cart	Shows a list of items to be added to a document. It is usually located under the product selection pane. The following details can be shown for the cart: Cart items. The quantity of products in the cart. Total. The amount of products in the cart. It is shown in the document currency. Total items. The total quantity of products already in the document and in the cart. Grand total. The total amount of products already in the document and in the cart. It is shown in the document currency. To collapse or expand the cart's product list, click Hide cart content or Show cart content.
Groups	Shows product groups. You can select a product group so that the product selection pane shows only the products from that group. It is usually the right pane of the tool.
Filters	Contains filters that you can apply to narrow down the product list in the product selection pane. To learn more, see Filters. It is usually located above the product selection pane.
Warehouses	It is used to check balances of a product in different warehouses (and storage bins if any). To learn more, see Warehouses pane.

Product selection pane

The product selection pane contains a product list for you to select items to be added to a document. You can use filters and Groups panes to narrow down the product list. To select items from it, select the item lines and click Add to cart. To learn more, see Using product selection tool.

The product list can contain products of Inventory, Service, or Work, depending on the document from which the product selection tool is opened.

If a product is tracked by variant or batch, icon is shown next to it. To be able to view and select a product variant or a product from a certain batch, double-click the product line. If the product has both variants and batches, a list of variants is displayed first. To view a list of product batches, double-click a product variant.

Note that all product batch lines might show the same grayed out quantities. This applies if the selected warehouse is assigned Referential batch tracking policy for the selected product. The policy is assigned in the product category settings.
Each grayed out quantity represents the product quantity from all batches in the warehouse, not from a specific batch. For example, two product batch lines are shown. In each line, In stock quantity is 2. This means the total product quantity in stock in that warehouse is 2, not 4, and it cannot be identified to which batches these 2 items belong. To learn about batch settings and batch tracking policies, click here.

In the product list, you can also view and select the following:

Product substitute
To view a list of product substitutes, right-click a product line and select Show substitutes. This can be useful if the product itself is out of stock. To go back to the product list, right-click and select Show substitutes once again.
Bundle in which a product is included
To view a list of bundles that include a product, right-click the product line with icon and select Show bundles with this product. To go back to the product list, right-click and select Show bundles with this product once again. This option is available if the Use product bundles checkbox is selected in Settings > Sales and the product selection tool is opened from a sales document.

The product list details can vary. Typically, the list shows, at least, a product's Description, Item #, and Unit. Depending on the type of the document from which the product selection tool is opened, the product list can also show:

Price. The sale price that has the price type selected in the document from which the product selection tool is opened.
In stock. The total product quantity in stock in the selected warehouse, including the product items from warehouse storage bins (if any).
Available. The product quantity available for sale or consumption in the selected warehouse, including the product items from the warehouse storage bins (if any). This quantity excludes items reserved for certain orders.

By default, the product quantities are shown for the warehouse selected in the document from which the product selection tool is opened. You can select another storage location on the filters pane.

It can be useful to compare the In stock and Available quantities with the quantities on the warehouses pane. As you select a product line, the warehouses pane shows in which storage locations what product quantity is stored. This might help analyze why the product selection pane shows a specific product quantity. To learn more, see Warehouses pane.

If a product is reserved for a certain order, icon is shown next to it. To view the reservation details, right-click a product line and select Reservation details. The displayed window will show which document is used to reserve which product quantity. This option is available only if the Use inventory resrvation checkbox is selected in Settings > Sales.

Filters

The filters pane is used to narrow down a product list on the product selection pane. A set of available filters depends on 1C:Drive settings and a document from which the product selection tool is opened.

The following table describes the filters that can be available in the tool:

Filter	Description
All	Shows all items from the Products catalog that have the type suitable for the document from which the product selection tool is opened. For example, for a sales invoice, the filter shows all items of Inventory, Service, or Work type. For a work order's Work and services tab, the filter shows only items of Service, or Work type.
In stock	Shows only items that are in stock in the storage location selected in the warehouse or storage bin filter. If these filters are unavailable, the storage location is the warehouse selected in the document from which the product selection tool is opened.
Available	Shows only items that are available for sale or consumption in the storage location selected in the warehouse or storage bin filter. If these filters are unavailable, the storage location is the warehouse selected in the document from which the product selection tool is opened. Available items exclude those reserved for certain orders.
Warehouse	Shows the product quantities (both in stock and available) only for the selected warehouse. The following rules apply: If the storage bin filter is empty, the quantities include only the product items stored in the selected warehouse but not in a specific storage bin of that warehouse. For such product items, the Warehouses pane shows <Not specified> in the Storage bin column. If the selected warehouse is assigned the Referential batch tracking policy for the selected product, the same grayed out quantities are shown in each product batch line. The policy is assigned in the product category settings. Each grayed quantity out represents the product quantity from all batches in the warehouse, not from a specific batch. For example, two product batch lines are shown. In each line, In stock quantity is 2. This means the total product quantity in stock in the selected warehouse is 2, not 4, and it cannot be identified to which batches these 2 items belong. To learn about batch settings and batch tracking policies, click here. If the filter is empty, the product quantities are shown for all warehouses registered in the Warehouses catalog.
Storage bin	Shows the product quantities (both in stock and available) only for the selected storage bin. If the filter is empty, the quantities include only the product items stored in the selected warehouse but not in a specific storage bin of that warehouse. For such product items, the warehouses pane shows <Not specified> in the Storage bin column.
With price only	Select the checkbox to view only the products for which a sale price is set. The product list will include only products with prices that have the price type selected in the document from which the product selection tool is opened. To learn about product prices, click here.
search field	It is used to search for a certain product, for example, by description or item number. As you type your search request, the product list shows only the products that match that request.

Warehouses pane

The warehouses pane shows which quantity of the product is in stock and which quantity is available for sale or consumption in which warehouse and storage bin. Each time you select a product line on the product selection pane, the warehouses pane is updated to show the data about that product.

Note that on the warehouses pane, the Storage bin column can show <Not specified> instead of a warehouse's storage bin name. This means the selected product is stored in the warehouse, but not in a specific storage bin of that warehouse.

You can use the warehouses pane to check product balances in different storage locations. This can also help analyze why the product selection pane shows a specific In stock or Available. For example, the specific In stock quantity is less than expected. It might mean that the quantity includes only the items for which a storage bin is not specified.

The warehouses pane availability depends on 1C:Drive settings and the document from which the product selection tool is opened.

Using product selection tool

To create a product list and add it to a business document using the product selection tool:

Open the tool by clicking Select or using another option specific for a document.
The product selection tool is displayed. Its left pane contains a product list for you to select items to be added to a document. To learn more about the pane, see Product selection pane.
Optional: On the filters or Groups pane, set filters or select a product group so that the product selection pane shows only the products you need. For example, you might want to view only products in stock or products of a certain category.
To select a product for a business document, do one of the following on the product selection pane:
- Double-click a product line.
- Select a product line and press Enter.
- Select or right-click a product line and click Add to cart.
This opens the Input quantity and price window. If a product is tracked by variant or batch, double-clicking or pressing Enter opens a list of product variants or batches (for details, click here). To select them, use any of the three options and open the Input quantity and price window for a product variant or batch. To go back to selecting products, click Back.

In the Input quantity and price window, enter the product price and quantity, and click OK. This adds the product to the cart.

If the Input quantity and price window is disabled (in More actions > Settings), the product is immediately added to the cart. You can edit the product quantity or price there.

Repeat this step to select as many products as you need in the document.
Optional: Above the cart, review the summary of the products currently in the cart or already added to the document:
- Cart items. The quantity of products in the cart.
- Total amount. The amount of products in the cart. It is shown in the document currency.
- Total items. The total quantity of products in the document and in the cart.
- Grand total. The total amount of products in the document and in the cart. It is shown in the document currency.
When your product list for a document is ready in the cart, click Select.
You can edit details for the products stored in the cart. A set of product details depends on the document from which the product selection tool is opened.

The product list is added to the document.