Product Interface – Details

In the PRODUCTS section, you can manage all items and services that you want to sell or account for — physical or digital, musical or not. This includes CDs, LPs, digital albums, merchandise like T-shirts or posters, and even services like mastering or shipping.

To understand how products fit into the overall structure of details, it is important to look at their relationships:

Releases are the central unit. Each release belongs to exactly one label.
Products are always linked to a release and represent the concrete commercial item (physical or digital). A release can contain multiple products.
Tracks are the musical works. Tracks can appear on multiple products (e.g. a track on both a CD and a digital album).

Note: Products can be physical (e.g. vinyl, CDs, box sets) or digital (e.g. download albums, streaming bundles). While they share core properties, some tabs and fields differ depending on the product type.

Each product consists of various details and is structured across multiple tabs. Below, you'll find an overview of the general layout and the specific functionalities of each tab.

General Layout

► PRODUCT LIST

This is the default view under CATALOG / PRODUCTS and shows all available products in your database.

Search by catalog number, artist, title, version, or barcode
Advanced Search allows combining fields (e.g. format, label, channel, release date range, categories, price codes, accounts, stock locations) and to export the results as an Excel file.
Barcode checks help to identify duplicate UPCs and Catalog Numbers. These are shown by [!!!] and can be filtered separately.

Screenshot of CATALOG / PRODUCTS section

► PRODUCT GROUPS

Product Groups let you organize products into collections (e.g. “New Releases”, “Compilations”, “Limited Editions”). Groups can be exported as lists, including price lists or metadata sheets, and used for sales materials or newsletters. A product can belong to multiple groups at once.

Product Layout

► OVERVIEW

The OVERVIEW tab contains the core setup of a product. While digital and physical products share some common elements, there are also product-type-specific fields and sections.

Product Setup (all products)

Catalog No: Internal identifier, often printed on artwork or packaging
UPC: Barcode number for distribution and sales matching
Format: Defines type of product (e.g. CD, Vinyl, Digital Album), formats are created in SETTINGS / LABEL
Version: Differentiates editions (e.g. limited edition, colored vinyl)
Product Date: Specific availability date of the product (can differ from Release Date)
Identifier: Additional code for internal or accounting purposes
Status: Color-coded product status for filtering
Label Name: Connected label (redundant, as the release already belongs to one label)
Genre: Shown from the related release; can be displayed for quick reference
Grid: Optional industry identifier, rarely used outside large distributors

Note: Product Dates are independent of Release Dates. A product can be made available earlier or later than the release (e.g. vinyl shipped earlier to indie stores).

Advanced Product Setup

The advanced setup contains additional parameters for pricing, distribution, and classification. The fields differ slightly between digital and physical products.

Product Setup (digital products)

Price Code: Links the product to a predefined price list. Used mainly for auto-filling prices, though often less relevant for digital products.
Info 1 / Info 2: Free text fields. Can be used flexibly for internal remarks, marketing notes, or additional classification.
Download: Defines if the product is available for download.
Streaming: Defines if the product is available on streaming platforms. Often used for compilations where streaming rights are not licensed.
Category 2: Secondary categorization for internal structuring, in addition to the main category. Managed in label settings.
Add Info: Another free field for internal use (similar to Info 1/2).

Product Setup (physical products)

Price Code: Same logic as for digital, but more frequently used for auto-filling physical prices.
PPD (Published Price to Dealer): The base price charged to dealers before distribution margins (basis for dealer pricing; differs from PPU shown in the SALES tab).
Cost Price: Internal cost or manufacturing price of the product. Useful for profit calculations.
Supplier: Defines the supplier or manufacturer (e.g. pressing plant).
Category 2: Secondary categorization for internal structuring, in addition to the main category. Managed in label settings.
Weight: Physical weight of the product (in grams). Important for shipping and logistics.
Language: Relevant for media products such as books, films, or multilingual editions.
Size: Physical size (e.g. T-shirt sizes, or package dimensions).
Colour: Used for colored vinyl, merchandise variants, or packaging details.
Add Info: Additional free text field for custom information.

Note: Not all advanced fields are relevant for both product types. For example, Download and Streaming apply only to digital products, while Weight, Supplier, and PPD are only used for physical products.

Prices (physical only)

Defines sales prices per channel or partner (e.g. Dealer, Distributor, Webshop). Prices can be auto-filled from Price Codes or overridden at product level for exceptions.

Stock Location (physical only)

Shows stock quantities per location. Stock is calculated automatically from manufacturing and sales transactions, not edited manually. Supports multi-warehouse setups and helps optimize logistics.

Note: Inventory shows all units physically available, while Available shows only the unreserved quantity that can still be sold.

Groups & Notes (all products)

Groups: Products can be assigned to groups (e.g. for exports, mailing lists, sales campaigns)
Notes: Free text field for internal notes and comments

► RELATIONS

Shows the product’s connections:

Release: Each product is linked to exactly one release
Tracklist: Products can contain multiple tracks; bonus tracks can be flagged and are excluded from prorata calculations
Playtime: Can differ per product/track relation; the [UPDATE PLAYTIME] button syncs values
Manual Matches: Store distributor-specific identifiers for the same product
Physical Products only: Accounts (special pricing, release shifts, exclusions) and GEMA registrations

Note: Use the bonus flag specifically for tracks that shouldn’t participate in revenue shares (e.g. “bonus download”, hidden tracks). The prorata pool will ignore these tracks; unflag to include them again.

► TASKS

Link tasks to products (e.g. check test pressing, confirm webshop upload). Tasks can be assigned to team members and managed within the product context.
Read more about how Tasks works and how to set it up.

► SALES

Displays sales data per product, including sales account, quantity, PPD (price to dealer), PPU (net price after distribution fee), turnover, and more. Includes filtering, export options, and links to invoices.

► COSTS

Enter costs manually or import via Excel. Costs can be categorized (e.g. manufacturing, artwork), linked with invoices, and marked as recoupable or excluded for royalty calculations.

► OTHER INCOME

Enter additional revenues such as grants or subsidies. Other income is added to the project balance and shared with artists if defined in contracts.

► ROYALTY

Shows all royalty accounts linked to the product. Displays shares, pro rata allocations, and recoupables. Compilations may include many contracts, while most products have only a few.

► STOCK (only for physical products)

The STOCK tab is available only for physical products. It shows current stock levels, manufacturing orders, supplier deliveries, backorders, and open orders. It helps manage logistics, track inventory, and optimize warehouse flows.

Stock Levels

Displays stock quantities per account or warehouse location. The table shows:

Shipped: Total units shipped to the account
Net Sales: Units sold after returns
Inventory: Physically available units in stock
Available Quantity: Units available for sale (inventory minus reserved quantities)

Note: Inventory shows the total units physically present, while Available shows only the unreserved quantity that can still be sold.

Manufacturing

Lists all manufacturing orders linked to this product. Each order includes Order Date, Supplier, Status, and Quantity. Use [ADD NEW MANUFACTURING] to record a new production batch.

Supplier Orders

Shows orders placed with suppliers (e.g. pressing plants). Supplier orders are displayed while they are open, meaning the goods have not yet arrived and are still in transit.

Once a supplier order is accounted, it is no longer displayed here. At that point, the goods are considered delivered and become part of available inventory.

Backorders

Displays unfulfilled customer orders. Each entry contains Account Name, Date, and Quantity. Use [ADD NEW BACKORDER] to record pending requests.

Open Orders

Lists ongoing product orders that are not yet completed. Each order includes Account Name, Date, and Quantity. Orders can be exported via [Export Excel].

Setup

Defines product-specific stock settings:

Total Order Quantity: Aggregated quantity from all open orders
Minimum Stock: Threshold to trigger reordering
Box Lot: Packaging unit size (e.g. 25 CDs per box, 15 vinyl per box)

These parameters help to plan production, prevent stock-outs, and manage packaging logistics.

Note: Stock data such as levels, orders, backorders, and manufacturing are synchronized with the DISTRIBUTION module. The STOCK tab shows the product-specific perspective of these processes.

Tip: Use detailed stock reports in the STOCK tab to track movements and availability per product and per location.

► INFO

Store product descriptions in multiple languages, upload artworks and files. Product-level information overrides release-level information.

► SPECIALS

Manage country restrictions and special cases (e.g. Harry Fox mechanical rights for the US). These functions are mostly relevant for physical products.

► METADATA

Custom metadata sets can be enabled per customer (e.g. GVL, Publishing, K7). These provide additional text fields for storing client-specific information. Metadata is optional and mainly relevant for specialized workflows.

Note: Availability and naming of metadata fields are configured by our team. Fields are free-text unless otherwise specified.

► TOP-BAR ACTIONS

[DOCUMENTS] — Opens a list of HTML-based templates configured by details (e.g., one-sheets, product info sheets, manufacturing orders). Preview and export (PDF/CSV/Excel) or copy the rendered document.
[⋮] → Label Copy — Creates a ready-to-send email via your local mail client with a static label copy: product metadata plus the complete track list.
[⋮] → Stock Move — Quickly move on-hand units between stock accounts/warehouses for the selected physical product (decreases the source, increases the destination; no order, no shipping documents, no invoice).