Items
What you buy and sell, with SKUs, tracked stock, categories, suppliers and prices by level
Items lists what you buy and sell. Tracked items keep a count and a cost; the rest, such as services and fees, just fill in invoice and supplier invoice lines.
The items list
Each row shows the item's SKU, Name, Category, what's On hand, Reserved and Available, its Average cost and the stock Value. Items you don't track say Not tracked.
- Search matches the name, SKU or barcode. Every word you type has to match, in any order.
- The first filter switches between All items, Low stock and Archived.
- Filter by Category, or by Supplier to see only the items you've bought from that supplier. The supplier filter stays in the page's address, so you can bookmark it or share it.
- Choose Show 25, Show 50 or Show 100 rows a page.
Reserved is stock on open sales orders in Invoices that hasn't been invoiced yet. Available is on hand less reserved, and low stock is worked out from available stock.
Adding an item
Click Add item and fill in:
| Field | Notes |
|---|---|
| SKU | Your code for the item, such as MUG-350. It shows first on document lines and in pickers |
| Name and Description | The description is what shows on invoice lines |
| Barcode | Used when counting stock with a scanner or the camera |
| Category | Groups items in filters, reports and price lists |
| Unit | Each, Box, Pair, Kilogram and so on |
| Selling price, excl. VAT | The item's own price. Price levels can set others |
| VAT and VAT on purchases | Standard rate, zero-rated or exempt. VAT on purchases can be the same as sales |
| Track stock | Count what's on hand and move its cost to Cost of Sales as it sells. Turn it off for services and fees |
| Reorder level, Reorder quantity, Maximum level | Drive low-stock alerts, the reorder report and the dashboard |
| Sales, Inventory and Cost of sales accounts | Where the item posts in Financials |
Once an item has stock movements it stays tracked. Archive it if you stop selling it; Restore brings it back.
Suppliers
An item's Suppliers list says who you buy it from and Their code for it. Tick Usual on the supplier you normally order from: the reorder report and purchase orders use it. The list saves with the item.
Suppliers come from Financials. If Financials has none yet, add them there first.
Prices by level
If you use price levels, the item page shows Prices by level: the item's price on each level, excluding VAT. A price you set here wins over the level's rule. To price many items on one level at once, use Edit prices by level from Items.
The item page
Besides its details, an item shows:
- On hand, Reserved, Available, Average cost and Stock value.
- What's On open purchase orders, On open sales orders and On open quotes.
- Stock history: every movement, from opening stock, goods received notes, supplier invoices, invoices, returns, stock takes and adjustments. Years that have been archived load when you ask for them.
- History: who added, edited, archived or restored the item, and each field they changed.
When more was sold than you had, the item says so: Inventory doesn't guess a purchase that was never recorded.
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