Add products and services

Everything you sell or buy is an item. There are three types:

• Inventory Item: goods you keep in stock and count, such as spare parts.
• Non-Inventory Item: goods you buy or sell but don't track in stock.
• Service: work you charge for, such as installation.

Steps

1. Open Inventory › Items

   In the menu on the left, select Inventory, then Items. The All Items tab lists your items. Select New Item. The New Item page opens.

   

   1. Items in the Inventory menu.
   2. All Items, Units of Measure and Categories tabs.
   3. + New Item opens the New Item page.

   To add many items at once, use Bulk Upload.

2. Fill in the basic information

   In Basic Information:

   • Item Number: a unique code, up to 30 characters, for example ITM-001. Required.
   • Item Name: up to 100 characters. Required.
   • Description: optional.
   • Type: Inventory Item, Non-Inventory Item or Service.
   • Status: Active for normal use. Blocked for Purchase or Blocked for Sale stops it on one side only; Blocked stops it on both.

   For an inventory item you can also turn on Consumable, so staff can request it for internal use through Inventory requisitions.

   On the left you can add an Item Picture (JPG or PNG, up to 5 MB).

   

   1. Item Picture (optional).
   2. Item Number.
   3. Item Name.
   4. Type.
   5. Status.
   6. Consumable (inventory items only).
3. Choose the unit, category and location

   In Units & Category:

   • Base Unit of Measure: how you count the item, for example Each or Litre. Required.
   • Category: required. Select … beside a box to create a new unit or category without leaving the page.
   • Primary Location: where the item is normally kept. Required.

   

   1. Base Unit of Measure.
   2. Category.
   3. … creates a new unit or category on the spot.
   4. Primary Location.
4. Set the cost and selling price

   In Costing & Pricing:

   • Costing Method (inventory items only) decides how the cost of stock sold is worked out:
     • FIFO: oldest stock is costed first.
     • LIFO: newest stock is costed first.
     • Average Cost: a weighted average across all stock.
     • Standard Cost: a fixed cost you enter. Differences show up as purchase variances.
     • Specific Identification: you choose the exact batch.
   • Non-inventory items and services always use Standard Cost.
   • Standard Cost: enter it when you use standard costing.
   • Unit Selling Price: the price that fills in on invoice lines. Required.
   • Reorder Level and Reorder Quantity (inventory items): when stock falls to the reorder level, you get an alert to order the reorder quantity.

   

   1. Costing Method.
   2. Standard Cost: required for standard costing, a reference figure otherwise.
   3. Unit Selling Price.
   4. Reorder Level and Reorder Quantity.
5. Choose the posting groups

   In Posting Groups, choose the General Product Posting Group (what the item is, for example INVENTORY or SERVICE) and, for an inventory item, the Inventory Posting Group.

   These are optional on the form, but if your company takes its accounts from posting groups, invoice and bill lines for an item without them are refused.

   

   1. General Product Posting Group.
   2. Inventory Posting Group (inventory items only).
6. Add tracking and codes (optional)

   In Additional Settings, add a GTIN or an internal Barcode. For inventory items, under Tracking Options:

   • Track by Batch/Lot Number and Track Expiry Date: for goods that come in batches, such as chemicals.
   • Track by Serial Number: one number per unit, for example for equipment.
   • Inspection required on receipt: received goods go to quarantine until quality control releases them.
   • Requires certificate of analysis: receipts post only once a passing certificate is recorded.

   

   1. GTIN and Barcode.
   2. Track by Batch/Lot Number and Track Expiry Date.
   3. Track by Serial Number.
   4. Inspection required on receipt and Requires certificate of analysis.
   5. Save Item.
7. Save

   Select Save Item. You'll see Item created successfully, and the item appears in All Items. You can now pick it on invoice lines when you create an invoice.

Units of measure and categories

The Units of Measure and Categories tabs on the Items page list and manage the units and categories you choose from.

If something goes wrong

Message	What to do
Item Number is required / Item Name is required	Fill in both fields.
Item Number must not exceed 30 characters	Use a shorter item number.
Base Unit of Measure is required	Choose a unit, or select … to create one.
Primary Location is required	Choose a location.
Costing Method is required for Inventory items	Choose a costing method.
Non-Inventory and Service items must use Standard costing method	Change the Costing Method to Standard Cost, or change the Type.
Only JPG and PNG formats are supported / File size must be less than 5MB	Use a JPG or PNG picture under 5 MB.
Item saved but image upload failed	The item was saved. Edit it and add the picture again.