Items

Once you open the Item under Inventory, a standard list of items will show up.

Create Item

To create an item, proceed with the following steps:

1. Navigate to Inventory / Items
2. Click “Create” (Top right corner)
3. Input the necessary information in the fields and tabs below
   • You'll find a detailed description for each field and tab in the guide below.
4. Click “Save”, once all required and applicable information has been entered (Top right corner)

The following information should be inserted:
(Here, you can find your detailed explanations for each tab and its fields.)

General

• Item Image (Click on the circular upload icon to add your item’s image.)
• Type of Item (Required: Select the primary type of this item)
  • Product
  • Service
• Active Checkbox (Optional: Check this box to indicate that the item is active / Uncheck if the item is currently inactive)
• Returnable Checkbox (Optional: Check this box to indicate that the item is Returnable / Uncheck if the item is non-returnable)
• Exchangeable Checkbox (Optional: Check this box to indicate that the item is exchangeable / Uncheck if the item is non-exchangeable)
  • This option is only applicable in a Point of Sale (POS) system
• Name (Required: Enter the item’s full name)
• Usage (Required: Select the type of usage of this item, from the dropdown menu)
  • If the Type of Item is selected as Service, the usage field will be selected as "Service" by default.
• Unit of Measure (Required: Select the unit of measure of this item, from the dropdown menu. You can select more than one unit if applicable.)
  • The available units of measure listed are created within your system’s settings
• Tags (Optional: Select or create tags to further categorize this item e.g., Best Seller, Eco Friendly, On Sale…)
  • The available tags are created within your system's settings.
• Barcode type (Optional: Select the specific barcode type from the dropdown menu)
• Barcode (Optional: You can either enter the barcode manually or click the auto-generation button to generate a new barcode for this)
  • This is only applicable if you have selected a barcode type
• SKU Code: (Optional: You can either enter a SKU code manually or click the auto-generation button to generate a new SKU code for this item)
• Category (Optional: Select or create a respective category of this item)
  • Options listed are created within your system’s settings
• Family (Optional: Select or create a respective family of this item)
  • Options listed are created within your system’s settings
• Brand (Optional: Select or create a respective brand of this item)
  • Options listed are created within your system’s settings
• Specs (Optional: Select or create detailed specifications and characteristics for this item.)
  • Options listed are created within your system’s settings
• Alternative Items (Optional: Select alternative items from the dropdown menu)
  • To assign existing items as alternatives to this item, click the checkbox of the relevant alternative item displayed in the list.
  • If the item you’re currently creating is also considered an alternative for another existing item, click on the "Double Arrow" button next to the alternative checkbox
• Description (Optional: Enter a comprehensive description of the item)

Stock

• Warranty Period (Optional: Enter the warranty period for this item in days.)

• Minimum Quantity in Stock (Optional: Enter the minimum quantity of this item that should be maintained in stock)

• Track Inventory By (Required: Select the primary method for tracking this item’s inventory)

  • Quantity: Track items by their total available count (Set by default)
  • Batch: Tracks items by groups or lots
  • Serial Number: Tracks each individual item with a unique serial number

  Note!

  This determines the method for all stock movements of this item.

• Auto Re-Order Checkbox (Optional: Check this box to enable automatic re-ordering for this item)

• Allow Negative Stock Checkbox (Optional: Check this box to allow items’s stock quantity to fall below zero during transactions. Only applicable for wholesale)

To include a new package for this item, click the “Add Package” button.

The following information should be inserted:

• Package name (Required: Select a package to be associated with this item)
  • Packages listed in the dropdown menu are pre-configured in the package module
• Unit of Measure (UOM) - (Required: This defines how the items in a package are measured)
  • The options listed depend on the UOM selected for this item in the General information page for this item
• Quantity (Required: Enter the number of base units contained within this package)
• Cost Currency (Optional: Select the cost currency in which the package’s cost is recorded)
  • Only primary and secondary currencies are applicable
• Cost (Optional: Enter the cost of the package in the selected currency)
• Price Currency (Optional: Select the currency in which the package’s selling price is set.)
  • Only primary and secondary currencies are applicable
• Price (Optional: Enter the selling price of the package in the selected currency)
• Barcode Type (Optional: Select the type of barcode used for this package , eg., EAN, UPCA…)
• Barcode (Optional: Enter the specific barcode number for this package, or click the auto-generating button to get a new barcode)

To remove a package, click the "Delete" icon located on the right side of its entry row.

You also have the option to remove all entries by clicking the “Reset” icon (Located next to the “Add Package” Button.

Shipping

• Weight (Optional: Enter the weight of the item.)
  • You can adjust the Unit of Measure (UOM) for weight by clicking on the default unit displayed to the right of the textbox)
• Length (Optional: Enter the length of the item.)
  • You can adjust the Unit of Measure (UOM) for length by clicking on the default unit displayed to the right of the textbox
• Height (Optional: Enter the height of the item.)
  • You can adjust the Unit of Measure (UOM) for height by clicking on the default unit displayed to the right of the textbox
• Width (Optional: Enter the width of the item.)
  • You can adjust the Unit of Measure (UOM) for width by clicking on the default unit displayed to the right of the textbox

Variants

Define and manage different versions of a single item (e.g., by size, color, material) to track them more efficiently.

• “Track Stock By Variant” Checkbox (Optional: Check this box to track each variant as a seperate item.)
  • After checking the box, navigate to the attributes table located below the “Track Stock By Variant” Checkbox

Proceed with the following steps:

1. Click the “Add Attribute” button.

2. Select an applicable attribute from the dropdown menu (e.g., Color, Size, etc…)

   • Upon selecting an attribute, a value dropdown menu will appear on the screen

3. Select one or more values associated with this attribute (e.g., Blue, Medium, etc…)

4. Click “Save”, once you select all relevant values After adding all attributes needed, click the “Generate” button

   • Upon clicking the “Generate” button, attributes will be listed in the table on the right

   Note!

   You can only generate variants if "Track Stock By Variant" is enabled.

Variant Details Table

• Variants will appear in this table only if "Track Stock By Variant" is enabled

Once generated, the variants will be shown in a table with the following details for each combination:

• Row Selection Checkbox / Name of variant item / Active Checkbox / SKU Code / Barcode

• "Group By" feature:

  • The "Group By" determines the primary attribute used to organize the combinations of your variants. This allows you to sort and view the generated variants in a specific way for easier viewing and management.

• Actions Applicable:

  • Delete Button (You can delete any variant by clicking on their respective delete button)
  • Edit Button (You can add or modify other specific item details for an individual variant by clicking on the Edit button located on its row.)

The following information could be edited:

• Selling Price and Currency (Optional: Select the applicable currency and enter the selling price based on the currency)
• Cost and Currency (Optional: Select the applicable currency and enter the cost based on the currency)
• Weight (Optional: Enter the weight of the item.)
  • You can adjust the Unit of Measure (UOM) for weight by clicking on the default unit displayed to the right of the textbox
• Length (Optional: Enter the length of the item.)
  • You can adjust the Unit of Measure (UOM) for length by clicking on the default unit displayed to the right of the textbox
• Height (Optional: Enter the height of the item.)
  • You can adjust the Unit of Measure (UOM) for height by clicking on the default unit displayed to the right of the textbox
• Width (Optional: Enter the width of the item.)
  • You can adjust the Unit of Measure (UOM) for width by clicking on the default unit displayed to the right of the textbox

Accounting

• Taxes (Optional: Enter taxes if applicable for this item)
  • Options available are created within your system's settings.
• Account Group Name (Optional: Select a specific account group to link this item's transactions to a predefined set of accounts in the General Ledger)
  • By default is “Default Transactional Group”

Purchase

This section defines key purchasing parameters for the item.

• Currency (Optional: Select the currency in which this item is purchased and its cost is recorded)
  • Available options typically include primary and secondary currencies. The primary currency will be selected by default.
• Cost (Required: Enter the cost of the item, which should be based on the selected currency.)
• Minimum Quantity in Order (Enter the minimum quantity that must be recorded for this item from suppliers in a single purchase order or invoice.)
• Default Purchase UOM (Select the standard unit of measure used for purchasing this item. The available units are based on those defined in the item's General Information tab.)
• Cost Strategy (Required: Select the accounting method used to determine the cost of goods sold and inventory valuation for this item.)

These methods include the following strategies:

• First in First Out (FIFO) (This method assumes that the first items purchased or produced are the first ones sold. This means that the oldest costs are used to calculate the cost of goods sold, and the remaining inventory is valued at the most recent costs.)
• Last in First Out (LIFO) (This method assumes that the most recently purchased or produced items are the first ones sold. This means the newest costs are used to calculate the cost of goods sold, and the remaining inventory is valued at the oldest costs.)
• Weighted Average Cost (This method calculates the average cost of all inventory units available for sale, regardless of when they were purchased. This average cost is then used to value both the cost of goods sold and the remaining inventory, helping to smooth out price fluctuations.)
• Simple Average Cost (This method calculates the average price of materials by adding all prices paid and dividing by the total number of prices. Unlike Weighted Average Cost, it does not consider the quantities purchased at each price.)
• Market Cost (This method values inventory at the lower of its original historical cost or its current market value. If the market value of inventory falls below its cost, the inventory is written down to the lower market value to reflect a more conservative valuation.)

Sales

The following information should be inserted:

• Allow Sales Checkbox (Optional: Check this box to enable the sale of this item.)

• Currency (Optional: Select the currency in which this item is sold and its sales price is recorded.)

  • Available options typically include your primary and secondary currencies. The primary currency will be selected by default.

• Selling Price (Optional: Enter the price of the item, which will be based on the selected currency.)

• Maximum Discount (Optional: Enter the maximum percentage discount allowed for the sale of this item.)

• Default Sales Unit of Measure (Optional: Select the standard Unit of Measure (UOM) associated with the sales of this item.)

  • The options available are determined by the Unit of Measure you selected for the item in the General tab.

• Expiration Checkbox (Optional: Check this box if this item has an expiration date that needs to be tracked.)

  Once you check the Expiration Checkbox, the following information can be inserted:

  • Best Before (Optional: Enter the duration (e.g., days, weeks, months) until the item is recommended for consumption, primarily for quality purposes, not safety.)
  • Alert Before (Optional: Enter the duration (e.g., days, weeks, months) before the expiration date to trigger an alert or notification.)
  • Remove Before (Optional: Enter the duration (e.g., days, weeks, months) before the expiration date by which the item should be removed from active inventory or shelves.)
    • Unit of Measure (UOM): You can adjust the Unit of Measure (UOM) for this time-based field (e.g., Days, Weeks, Months) by clicking on the default unit displayed to the right of the textbox.

POS

• “Available in POS” checkbox (Optional: Check this box to indicate that the item is available in POS / Uncheck if the item is not available in POS)

Edit Item

Editing an existing item allows you to update its details and make any necessary changes after its initial creation.

To edit an item, proceed with the following steps:

1. Navigate to Inventory / Items.

2. Locate your desired item in the list

3. Right-click on the item, then click on the “Edit Button”.

   Making your edits
   Once the item’s details page is open, you’ll find all the fields and tabs associated with this item.

   • For detailed explanations of any field, tab, or option (e.g., General Information, Stock, Shipping, Variants, Accounting, Purchase, Sales), please refer to the “Create Item” section.

4. Click “Save” once all updates have been done

Activate Item

To activate an item, proceed with the following steps:

1. Navigate to Inventory / Items

2. Right-click on the desired item and select “Activate”
   Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.

3. Click “Confirm” to continue

Deactivate Item

To deactivate an item, proceed with the following steps:

1. Navigate to Inventory / Items

2. Right-click on the desired item and select “Deactivate”
   Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.

3. Click “Confirm” to continue

Delete Item

To delete an item, proceed with the following steps:

1. Navigate to Inventory / Item.
2. Right-click on the desired item and select "Delete".
3. Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.
   Click "Confirm" to continue.

Filter Items

Filtering Items by Status

You can quickly refine your item list by applying filters based on an item's current activity status.

1. Navigate to Inventory / Items.
2. Click the "Status" button (Top right corner)
3. Select the desired status. (From the dropdown menu)

• The item list will automatically update, displaying only items that match your selection.

Filtering Items by Role

You can quickly refine your item list by applying filters based on an item's assigned role.

1. Navigate to Inventory / Items.

2. Click the "Role" button. (Top right corner)

3. Select the desired role(s). (From the dropdown menu)

   • You can select multiple roles to view items that match any of the chosen roles.

   The item list will automatically update, displaying only items that match your selection.

Types of roles:

• Template: A Template is a parent item that acts as a container for its variants. This type of item is not stocked or sold directly; its primary purpose is to group and manage its child variants.
• Variant: A Variant is a child item created under a Template. It is a specific, trackable version of the Template, differentiated by attributes like size, color, or material. Each variant is treated as a separate, unique item in your inventory, with its own stock level, SKU, and barcode. They are created automatically based on the attributes you define within the Template.
• Standalone: A Standalone item is a unique, differentiated item that exists independently in your inventory. It has no variants and does not serve as a template for other items. This type is used for products or services that have no variations and are tracked as single, individual entries in the system.

Item Display Options

Tree

You have the options to adjust the display of items

To view items as a tree view, proceed with the following steps:

1. Navigate to Inventory / Items.
2. Click on the “Tree” button (Top of the screen)

• The items will then instantly display in a tree view, organizing them into a nested, parent-child structure based on their categories or relationships.

Flat

You have the options to adjust the display of items

To view items as a flat view, proceed with the following steps:

1. Navigate to Inventory / Items.
2. Click on the “Flat” button (Top of the screen)

• The items will then instantly display in a flat view, presenting all details in a single, comprehensive list, without any grouping or hierarchical structure.

To access detailed instructions on common system actions, please refer to the following resource: "Common Actions"