Managing Product Information
For: Administrators, Product Managers
Overview
As your business evolves, you'll need to update product information—pricing changes, new images, description updates, and more. This guide covers editing and maintaining existing product and variant data.
What You'll Learn
How to find and edit products
What can and cannot be changed
Updating product images
Managing pricing updates
Activating and deactivating products
Best practices for maintenance
Why Product Data Maintenance Matters
Accurate product data ensures:
Correct pricing on orders and invoices
Professional customer-facing information
Proper inventory tracking
Accurate QuickBooks sync
Reliable reporting and analytics
Poor product data causes:
Pricing errors and disputes
Customer confusion
Inventory discrepancies
Sync failures with QuickBooks
Fulfillment mistakes
Who Can Edit Products
Role permissions:
Administrators - Full editing rights
Product Managers - Can edit most fields
Sales Representatives - Usually read-only
Finding Products to Edit
Before you can edit, you need to find the product.
Navigating to Products List
From main navigation:
Click "Products" or "Portfolio"
See complete products list
Use search and filters to narrow down
Search and Filtering
Search by:
Product name
Type partial or full name
Searches product titles
Real-time search as you type
SKU
Enter variant SKU
Exact match or partial
Fastest way to find specific variant
UPC/Barcode
Scan or type barcode
Finds exact variant
Useful during fulfillment
Brand
Filter by brand dropdown
See all products for one brand
Example: "Smith Winery"
Vendor
Filter by supplier
Useful for purchase order planning
Example: "West Coast Distributors"
Category/Type
Wine, Beer, Spirits, Other
Subcategories (Red Wine, IPA, etc.)
Narrow by product type
Status
Active - Currently available for sale
Inactive - Hidden from order entry
All - Show both
Sorting Options
Sort products by:
Name (A-Z or Z-A)
SKU
Brand
Category
Last modified date
Creation date
Inventory level
Quick Actions from List View
Without clicking into product:
View basic information
See inventory levels
Quick activate/deactivate toggle
Star/favorite products
Export to CSV
Click into product:
Full product detail page
Complete editing capabilities
Editing Product Information
Making changes to the overarching product (not variant-specific).
Accessing Product Edit
From product detail:
Click into product from list
Product detail page displays
Click "Edit Product" button
Edit form opens
Or quick edit:
Some systems offer inline editing
Click field to edit directly
Save changes immediately
What Can Be Changed
✅ Freely editable fields:
Product Name
Update name anytime
Affects all variants under this product
Appears on future orders
Historical orders unchanged
Description
Update product details
Customer-facing text
Tasting notes, origin, etc.
Changes appear on new orders
Brand
Can be changed (with caution)
May affect reporting if brand changes
Rarely changed after creation
Verify impact first
Category/Type
Update product classification
May affect tax calculations
May affect reporting
Check downstream impacts
Images
Add, replace, or remove images
Change primary image
Upload higher quality versions
See Images section below
Product Status (Active/Inactive)
Toggle on/off
Hides/shows in order entry
Does not delete product
Reversible
All Classification Fields
Portfolio assignment
Product class
Region/appellation
Country of origin
ABV percentage
Internal notes
Tags
What Should NOT Be Changed
⚠️ Change with caution:
Brand (if already used in orders)
Historical orders reference old brand
Breaks brand-based reporting
Creates inconsistency
Better to: Create new product if brand truly different
Type/Category (if affects tax)
Tax calculations may depend on category
Changing can affect tax compliance
Better to: Verify with accounting first
Vendor (if active purchase orders)
May confuse purchase order workflow
Better to: Create new product for new vendor
Saving Changes
After editing:
Review changes made
Click "Save" or "Update Product"
Confirmation message displays
Changes take effect immediately
Change history/audit log:
Some systems track edit history
Shows who changed what and when
Useful for troubleshooting
Compliance and accountability
Editing Product Variants
Updating variant-specific information (SKU, pricing, specs).
Accessing Variant Edit
From product detail page:
Navigate to product
Scroll to "Variants" section
Find variant to edit
Click "Edit" or variant name
Edit form opens
What Can Be Changed
✅ Variant fields you can edit:
Variant Name
Update display name
Example: "750ml Bottle" → "750ml Bottle - New Label"
Appears on future orders
Historical orders show old name
Pricing
Change base price anytime
Important: Only affects future orders
Existing confirmed orders use old price
See Pricing section below for details
Specifications
Size/volume
Pack quantity
Weight and dimensions
Unit type
UPC/Barcode
Update or add barcode
Helpful if vendor changes UPC
Improves scanning accuracy
Inventory Settings
Low stock threshold
Reorder point
Warehouse location (if multi-warehouse)
Track inventory toggle
Status (Active/Inactive)
Toggle variant availability
Hide specific size from order entry
Product remains active (other variants available)
What CANNOT Be Changed
❌ Locked after creation:
SKU (Stock Keeping Unit)
Cannot change SKU after variant created
SKU is permanent identifier
Orders, inventory, reports all reference SKU
Workaround: Create new variant with new SKU if needed
Historical Order Data
Past orders cannot be modified
Orders show pricing/details from order date
Changes only affect future orders
Impact on Existing Orders
Understanding what changes affect what:
Orders already placed (any status):
Use product information from order creation date
Not affected by product/variant edits
Frozen snapshot of product data at order time
New orders (created after edit):
Use updated product information
New pricing, descriptions, specs
Changes visible immediately
Example:
Managing Product Images
Professional product images improve customer experience and order accuracy.
Uploading New Images
From product edit page:
Navigate to product edit or images section
Click "Upload Image" or "Add Image"
Select file from computer
Or drag-and-drop image file
Upload processes
Image added to product
Replacing Existing Images
Update current image:
Click on image to replace
Select "Replace" or "Upload New"
Choose new image file
Confirms replacement
Old image removed, new image takes its place
Multiple Images Support
Managing several images:
Upload multiple product photos
Different angles or packaging
Lifestyle images
Label close-ups
Image order:
Drag to reorder images
First image = primary/default
Subsequent images = alternates
Image Requirements
File format:
JPG (recommended for photos)
PNG (for images with transparency)
No GIF, BMP, or other formats
File size limits:
Usually 5MB max per image
Check your system's specific limits
Larger files may be rejected
Recommended dimensions:
Minimum: 800x800 pixels
Ideal: 1200x1200 pixels or larger
Higher resolution for zoom capability
Square aspect ratio (1:1) preferred
Best practices:
Clear, well-lit photos
Product clearly visible
Plain or neutral background
Professional quality
Consistent style across catalog
Setting Primary Image
Default/primary image:
First image shown in product listings
Used in order creation
Appears on invoices (if configured)
To set primary:
View all product images
Drag desired image to first position
Or click "Set as Primary"
Saves automatically
Deleting Images
Remove image:
Click on image to delete
Click "Delete" or trash icon
Confirm deletion
Image removed permanently
Caution:
Deletion is permanent
Cannot undo
Ensure you have backup if needed
Updating Pricing
Pricing changes are common—cost increases, competitive adjustments, seasonal pricing.
Changing Base Prices
Variant base price:
Navigate to variant edit
Find "Base Price" field
Enter new price
Save changes
What happens:
New price effective immediately
Future orders use new price
Existing orders unaffected
Price Effective Date (if supported)
Some systems support scheduled pricing:
Set future effective date
Price changes automatically on that date
Useful for announced price increases
Customers notified in advance
Example:
Impact on Existing Orders
Critical understanding:
Confirmed orders (not yet delivered):
Use price from confirmation date
Do not update to new price
Customer agreed to original price
Locked in at confirmation
Draft orders:
May update to new price (system dependent)
Not yet confirmed, so price can float
Check system behavior
Future orders:
Use new price
Clean slate for pricing
Impact on Deals and Promotions
Active deals:
Deals typically calculate from base price
Changing base price may affect deal price
Example: "10% off" of new base price
Verify deal pricing after base price change
Account-specific pricing:
Custom pricing per customer
May override base price
Check if account pricing also needs update
→ See Account Product Pricing
Bulk Price Updates
Updating many products at once:
Select products from list (checkboxes)
Choose bulk pricing action
Options:
Percentage increase/decrease (+10%, -5%)
Fixed amount adjustment (+$2.00)
Set specific price
Apply to all selected
Confirm changes
Use cases:
Price Change Notifications (if configured)
Automatic notifications:
Sales team notified of price changes
Customers notified (if enabled)
Email with effective date
Time to communicate changes
Price History Tracking
Audit trail:
System logs price changes
Shows old price → new price
Date and time of change
User who made change
Useful for analysis and compliance
Inventory Adjustments
Quick inventory changes from product page.
Quick Adjustment from Product Page
Without leaving product detail:
View product/variant
See current inventory
Click "Adjust Inventory"
Enter adjustment (increase/decrease)
Select reason
Save
Convenience:
Faster than full adjustment workflow
Good for small corrections
One-off adjustments
Full Inventory Adjustment Process
For detailed adjustments with documentation: → See Making Inventory Adjustments
When to use full process:
Large adjustments requiring approval
Adjustments needing detailed notes
Multiple products at once
Receiving purchase orders
Activating & Deactivating Products
Control which products appear in order entry without deleting.
Deactivating Products
When to deactivate:
Product discontinued:
Vendor no longer supplies
Being phased out
Replaced by newer version
Temporarily out of stock:
Awaiting shipment from vendor
Long lead time expected
Prevent orders until restocked
Seasonal products off-season:
Pumpkin beers in summer
Summer wines in winter
Holiday specials outside holiday season
How to deactivate:
Navigate to product edit
Find "Active" toggle or status
Switch to Inactive
Save changes
What happens when deactivated:
✅ Hidden from order entry:
Product search doesn't show it
Cannot add to new orders
Prevents accidental ordering
✅ Not available for new orders:
Sales reps cannot select
System blocks if attempted
Clear signal to staff
✅ Existing orders unaffected:
Confirmed orders still valid
Can fulfill existing orders
Historical data intact
✅ Still visible in reports:
Historical sales data
Inventory reports
Performance analytics
Reactivating Products
When to reactivate:
Product back in stock:
Received shipment
Inventory restored
Ready to sell again
Seasonal products back in season:
Fall products in autumn
Summer products in spring
Holiday items approaching holiday
How to reactivate:
Navigate to product edit
Find "Active" toggle
Switch to Active
Save changes
What happens:
Product immediately available in order entry
Appears in product searches
Can add to new orders
Sales can resume
Deleting Products
⚠️ Generally NOT recommended
Why deletion is discouraged:
Permanent - Cannot be undone
Data loss - Order history may break
Reporting issues - Historical reports affected
Reference problems - Orders may show "Product not found"
When deletion might be allowed:
No order history - Product never used
Test product - Created for testing only
Immediate mistake - Just created, wrong product
Alternative: Deactivate instead
Hides from order entry
Preserves all data
Can reactivate if needed
Safe and reversible
If you must delete:
Verify absolutely no order history
Check with administrator
Confirm backup exists
Use delete function
Permanent removal
QuickBooks Sync Considerations
How product changes sync to QuickBooks (if integration enabled).
Fields That Sync to QuickBooks
Automatic sync:
Product/variant name:
Updates QB item name
Keeps systems in sync
May take time to sync
Price:
Base price syncs to QB
Updates QB item price
Used for future invoices
Status (Active/Inactive):
Active → QB item active
Inactive → QB item inactive
Mirrors availability
GL account mappings:
Income account
Asset account
COGS account
Must be mapped for sync
Fields That Don't Sync
Not synced to QuickBooks:
Descriptions:
Product descriptions stay in Masava only
QB item description separate
Update manually in QB if needed
Images:
Not synced
QuickBooks doesn't use product images
Most specification fields:
Size, weight, dimensions
Pack quantity
Internal notes
Manual vs Automatic Sync
Automatic sync (default):
Changes sync on schedule
Usually every 15-30 minutes
Or triggered by specific events
Hands-off process
Manual sync:
Force sync immediately
Use when change is urgent
Click "Sync to QuickBooks"
Verify sync completed
Troubleshooting Sync Issues
Common sync problems:
Sync failed error:
Check QB connection active
Verify GL accounts mapped
Review error message
Product shows old data in QB:
Sync may not have run yet
Force manual sync
Check sync schedule
Allow time for propagation
Permissions error:
QB user may lack permissions
Need inventory/item permissions
Contact QB administrator
→ See QuickBooks: Understanding the Sync Process
Best Practices
Regular Maintenance
✅ Review product data regularly for accuracy
Monthly product audit
Check pricing current
Verify descriptions accurate
Update images if packaging changed
✅ Update pricing during off-peak hours
Avoid during heavy order entry times
Early morning or evening
Minimize impact on active users
✅ Deactivate instead of delete
Preserves data
Reversible decision
Maintains history
Safer option always
✅ Use bulk operations for large updates
Update 10+ products at once
Consistent changes
Time savings
Reduced errors
✅ Communicate price changes to sales team
Email notification
Team meeting
Price list update
Give advance notice
✅ Keep product images current and high-quality
Professional appearance
Accurate packaging
Clear and well-lit
Consistent style
What to Avoid
⚠️ Don't change SKUs
SKU is permanent identifier
Cannot change after creation
Create new variant if different SKU needed
⚠️ Don't edit products during active order entry
May cause confusion
Pricing inconsistency
User experience issues
Schedule for off-hours
⚠️ Don't delete products with order history
Breaks historical data
Reporting issues
Irreversible
Deactivate instead
💡 Tip: Use product notes for internal communication
Document recent changes
Note upcoming updates
Flag issues for team
Collaboration tool
💡 Tip: Take screenshots before major changes
Backup documentation
Revert reference
Audit trail
Troubleshooting aid
Bulk Editing
Efficient updates across multiple products.
When to Use Bulk Editing
Good scenarios:
Activating/deactivating many products
Category updates across product line
Price adjustments by percentage
Tag additions to related products
Portfolio reassignments
Examples:
Selecting Multiple Products/Variants
From products list:
Use checkboxes next to each product
Or "Select All" checkbox (all on current page)
Or filter + Select All (all matching filter)
Selected count shows
Bulk Actions Available
Common bulk operations:
Status change:
Activate selected
Deactivate selected
Category update:
Change all to new category
Reassign classification
Price adjustments:
Percentage increase/decrease
Fixed amount change
Doesn't support different prices per product
Tag additions:
Add tag to all selected
Remove tag from all selected
Bulk tagging for organization
Common Issues
Changes not appearing
Problem: Made edits but don't see them reflected
Check:
✓ Did you click Save?
✓ Did confirmation message appear?
✓ Browser cache issue?
Solution:
Verify save was successful
Refresh page (Ctrl+R or Cmd+R)
Clear browser cache if needed
Check if edit actually saved
Re-edit if necessary
Cannot edit SKU
Problem: SKU field is disabled/grayed out
Check:
✓ This is by design - SKU cannot change after creation
Solution:
If truly need different SKU:
Create new variant with correct SKU
Transfer inventory to new variant
Deactivate old variant
Update documentation
If just typo in existing SKU:
Must live with it or create new variant
SKU permanence is intentional
Image upload failed
Problem: Cannot upload product image
Check:
✓ File size < 5MB?
✓ File format JPG or PNG?
✓ File corrupt?
✓ Internet connection stable?
Solution:
Compress image if too large
Use image editing tool
Reduce quality/dimensions
Keep under size limit
Convert to JPG if unsupported format
Try different image file
Test internet connection
Contact support if persists
QuickBooks sync failed after edit
Problem: Product changed in Masava but QB sync error
Check:
✓ Is QB connection active?
✓ Are GL accounts still mapped?
✓ Did category change affect mapping?
✓ QB permissions correct?
Solution:
Verify QB integration connected
Check GL account mappings still valid
Verify category mappings
Review sync error details
Related Documentation
Product Setup
Adding Products & Product Variants - Creating new products
Bulk Product & Image Upload - Mass product operations (if available)
Inventory
Understanding On-Hand vs Available Inventory - Inventory concepts
Making Inventory Adjustments - Adjusting quantities
Pricing
Account Product Pricing - Customer-specific pricing
Understanding Deal Types - Promotional pricing
Integrations
QuickBooks: Understanding the Sync Process - How products sync
QuickBooks: GL Account Mapping - Mapping products
QuickBooks: Troubleshooting Sync Issues - QB problems
Need Help?
For product editing questions:
Review what fields can/cannot change
Remember SKU is permanent
Check if changes affect existing orders
Test with one product first
For pricing updates:
Understand future-only impact
Communicate changes to sales team
Consider account-specific pricing
Use bulk operations for consistency
For image issues:
Verify file size and format
Compress large images
Use JPG for photos
Professional quality recommended
For QuickBooks sync:
Verify integration connected
Check GL account mappings
Review sync error messages
See QB troubleshooting documentation
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