Affordable Inventory and Order Management Software, with one central point to manage your services, products, stock, and pricing.

Talk to an expert about streamlined order and inventory management for wholesalers, drop shippers and ecommerce.

Talk to an Expert

Book a no obligation demo, trial, and quote TODAY.



Item Fields

NOTE:
This page contains descriptions of the fields on all types of Items.

Sales/Prices Tab:

The fields on this tab are used to record details relating to selling the Item.

Item Code

The unique identifier for this Item, also known as Product Code.

By default this Item Code is used both in sales and purchase Document Line Items.

If you want to use the Supplier’s Item Code for purchases and your own Item Code for sales, this can be configured on the Purchasing/Costs tab.

Sales Description

A short one line description of the Item. This description will automatically populate the Line Item description field whenever the Item is selected.

By default this Description is used both in sales and purchase Document Line Items.

If you want to use the Supplier’s Item Description for purchases and your own Item Description for sales, this can be configured on the Purchasing/Costs tab.

Matrix Parent

A link to the associated Matrix Master. If this is the Matrix Master this is indicated by suitable text. If this is not a Matrix Item the field is blank.

Barcode (e.g. UPC/SKU/EAN)

The Item barcode, such as Stock Keeping Unit (SKU), Universal Product Code (UPC) etc.

Serial Number

The Serial Number associated with this Item. Although the Serial Number auto-populates the Serial Number column on a Document when the item is selected, the Serial Number can be edited.

Item is Active

Determines if the Item is displayed in Lists, also whether it is available or not. Useful when a replacement product is brought out and this Item need to be deactivated.

Item is Sold

Determines if the Item can be placed on a Sales Transactional Document. If unchecked the Item will not appear in the Item Select list when using Transactional Documents.

Is Matrix

Check if this is a Matrix Item.

Commodity code

A government product classification code you may need for Tax purposes.

Lot Number

The Lot Number associated with this Item. Although the Lot number auto-populates the Lot column on Documents when the item is selected, the Lot number can be edited.

Unit Price

The default price that will be entered for the Line Item i.e. the default price you want to sell the Item for. The price is in your base currency.

Sales Units

The name of the units you sell the Item in. By default this is Each. Other examples are Crates, Tonnes, Cases etc. As a text field, you can enter the unit required.

Item Code

The Tax Code that will be used for the associated sales Line Items. This overrides the default code on the associated sales Transactional Document (e.g. Sales Invoice). By default no code is assigned.

Foreign Price 1

An optional foreign price for this Item. The currency of the price is set in the adjacent Currency field. If you are using multi-currency Transactional Documents this price will be used in preference to the base currency price if the Document (e.g. Sales Invoice) currency matches the price currency.

Foreign Price 2

A second optional foreign price.

Currency

The currency of a foreign price. To add more currencies see Working with Currencies.

Pays Commission

Indicates if the sale of this Item pays commission.

Selling information

Free text area for a more detailed sales description.

Related website

A www link to related product information. This will popup in a separate window.

Cross/Up sell information

If you enter information here the corresponding Line Item will display a info icon indicating there is information associated with the Line Item. Clicking on the icon will popup the Item Document in a read-only popup window. This provides a useful method to alert the person adding the Line Items that there is important associated information.

Bill of Materials tab (Stock Assembly Items)

This tab contains a table listing the Bill Of Materials associated with the Stock Assembly Item.

Purchasing/Costs tab

The fields on this tab are used to record details relating to purchasing the Item.

Supplier Item Code

The Item/Product code used by the Supplier. This may be different to the one used by your company to sell the Item. If you want this code to appear on purchase documents (e.g. Purchase Orders), rather than the Item Code used for sales documents, click on the field ‘Use on Purchase Documents‘.

Supplier Description

The Item/Product description used by the Supplier.  This may be different to the one used by your company to sell the Item. If you want this description to appear on purchase documents (e.g. Purchase Orders) rather than the Sales Description click on the field ‘Use on Purchase Documents‘.

Preferred Supplier

Name of the preferred Supplier. You can either type in the Supplier name or select from the list of Suppliers in your system. If the Item is to be Drop Shipped or Special Ordered you must ensure you select from the list of Suppliers. This ensures that Purchase Orders are generated correctly. For more details see Drop Shipment and Special Orders.

Item is Purchased

Determines if the Item can be placed on a Purchase Transactional Document, such as a Purchase Order. If unchecked the Item will not appear in the Item Select list when using Transactional Documents.

Use on Purchase Documents

If this box is checked the Supplier Item Code and Supplier Description are used on Purchase Documents (such as Purchase Orders, Bills etc) instead of the usual Item Code and Sales Description.

Default Order Type

When an Item is placed on a Sales Order you may wish it to be Drop Shipped or placed as a one-off Special Order. This drop down list allows you to specify the default Order Type. For more details see Drop Shipment and Special Orders.

Unit Cost

The default cost that will be entered for the Line Item i.e. the default cost you purchase the Item for. The cost is in your base currency.

Purchase Units

The name of the units you purchase the Item in. By default this is Each. Other examples are Crates, Tonnes, Cases etc.

Item Tax

The Tax Code that will be used for the associated purchase Line Items. This overrides the default code on the associated sales Transactional Document (e.g. Bill). By default no code is assigned.

Foreign Cost 1

An optional foreign cost of this Item. The currency of the cost is set in the adjacent Currency field. If you are using multi-currency Transactional Documents this cost will be used in preference to the base currency cost if the Document (e.g. Bill) currency matches currency of this cost.

Foreign Cost 2

A second optional foreign cost.

Currency

The currency of a foreign cost. To add more currencies see Working with Currencies.

Purchasing information

Free text area for a more detailed purchasing description.

Related website

A www link to related product information. This will popup in a separate window.

Re-order level

At which point new stock must be ordered. A number you enter. When stock quantity falls below that number, you will be prompted to re-order via a report which is run. See ReportsProducts/Services on the Explorer or from the Stock List.

Stock tab

This tab is only visible on Stock Items. It holds details specifically related to your stock.

On Hand

The current number of Items in stock, including those allocated to Sales Orders.

NOTE:
When the Stock Item is in New mode (i.e. when you are creating a new Stock Item) this field is editable, allowing you to set an initial amount of stock. You can also set the initial valuation of the stock using field Initial Valuation.

Initial valuation

This field is only available in New mode, and is used to set the initial valuation of the Items in stock.

On Sales Orders

The amount of Stock currently remaining (i.e. reserved) on Sales Orders. (A Read only Field)

Free Stock

The amount of Stock currently freely available i.e. not reserved on Sales Orders. (A Read only Field)

Average Cost

The current average cost of the Item; this is calculated automatically. The value is calculated based on the initial number/valuation, purchases (using Item Receipts/Bills) and Stock Adjustments you may have made. (A Read only Field)

On Purchase Orders

The amount of Stock currently remaining on Purchase Orders. (A Read only Field)

Stock Units

The name of the units you stock the Item in. By default this is ‘Each’. Other examples are Crates, Tonnes, Cases etc.

1 Purchase Unit = xxx Stock unit(s)

The number of stock units equating to 1 purchase unit. For example if you purchase in crates of 20 bottles, and stock in bottles, 1 Purchase unit (i.e. a crate) is equals to 20 stock units (i.e. a bottle). So the value would be 20. The default value is 1, meaning you purchase and stock in the same units.

1 Sales Unit = xxx Stock unit(s)

The number of stock units equating to 1 sales unit. For example if you sell cases of 6 bottles, and stock in bottles, 1 Sales unit (i.e. a case) is equals to 6 stock units (i.e. a bottle). So the value would be 6. The default value is 1, meaning you sell and stock in the same units.

Location

The physical location of this stock (e.g. a specific warehouse).

Last Stock Take

The date of the last stock take for this Item.

Units counted

The number of units counted in the last stock take.

Classification tab

This tab defines the categories/attributes and classification associated with the Item.

Category 1-4

Categorizing Items ensures your items are organized and sorted efficiently. Examples of categories by type of product is: Electrical/Computers, Electrical/Televisions etc.

Categories can be used as search criteria. See Working with Item Categories.

Attributes 1-6

Giving Attributes to an Item ensures your items are organized and sorted efficiently. Attributes are assigned a value such as Color, Manufacturer, Size etc.

Items can have up to 6 Attributes. See Working with Item Attributes.

Item Class

You can assign a class to an Item. See Working with Classifications.

Matrix tab

This Tab is only visible  when the ‘Is Matrix‘ box is checked, signifying that this is a Matrix Item.

In View Mode this tab shows the list of Items in the Matrix, via the Matrix Combinations table.

In Edit Mode the Tab also shows fields that allow new combinations to be added easily. In particular you can select attribute types/values and create new combinations in situ. For more information see Matrix Items.

Images tab

This tab allows you upload images of the Item from different viewpoints.

Image 1 – 4

Upload a product image. The maximum image size is 300kb.

Accounting tab

The fields on this tab are used to specify the various account mappings for the Item. For more information see Working with Items and Working with the Chart of Accounts.

Income

The Income (i.e. revenue) account for this Item. This account is updated when you make a sale (e.g. from a Sales Invoice), since you are generating Income. For more information on accounts see Working with the Chart of Accounts.

Expense

The Expense account for this Item. This account is updated when you make a purchase (e.g. from a Bill or Cash Purchase), since you are incurring an expense. For more information on accounts see Working with the Chart of Accounts.

Cost of Goods Sold

This is for Stock Items only. It is the account that is updated to reflect the value (i.e. cost) of the goods (i.e. products) when they are sold (e.g. from a Sales Invoice). For more information on accounts see Working with the Chart of Accounts.

Stock Asset

This is for Stock Items only. It is the account that is updated to reflect the value of stock when it is purchased. For more information on accounts see Working with the Chart of Accounts.

eCommerce tab

Stock Asset

Select this checkbox if the Items must be available on an eCommerce cart too.

Cart mapping

The key required for shopping cart integration.