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Inventory Items

Download Inventory Items PDF

Inventory items are products your company buys to resell or bill to customers.

➕ Add a New Inventory Item

Step 1:
Go to Settings > Inventory > Inventory List.

Step 2:
Click Actions > + Add New Inventory.

Step 3:
Fill out the item details in the pop-up form. Required fields are marked with a *.

🔍 General Information

  • Name * – Enter the item name.
  • SKU – Enter the product code.
  • Vendor – Select a supplier from the dropdown, or type in a new name to add it.
  • Non-taxable – Check this if the item is not taxable.
  • Income Account – Select or type to search for the related income account.
    • Select the corresponding income statement account from the dropdown list.
    • Key in the account name on the search field to quickly find the correct one.
    • If the account name is not on the list, key in on the field. This will be added to the list when the item is saved.
  • Sales Price / Rate – Enter the selling price per unit.
  • Sales Description – Optional. Add a short description.
  • Expense Account – Select or type the expense account.
    • Scroll down the list to find the correct account name. OR
    • Key in the account name on the search field to quickly find the correct one.
    • If the account name is not on the list, key in on the field. This will be added to the list when the item is saved.
  • Cost – Enter the cost per unit.
  • Purchasing Description – Add notes like lead time or special instructions.

🏷 Stock Details

  • Asset Account – Select or search for the asset account.
  • Main Warehouse Quantity on Hand * – Enter current stock. If none, type 0.
    • The Inventory can also be monitored using serial numbers. See the section Use serial #s below to learn how this works.
    • Once the item is saved and the stock location information is already available, or if applicable, open the item details in edit mode and enter the Bin # and/or Isle #.
  • Reorder Point – Enter the minimum stock before restocking.

🔢 Use Serial Numbers (Optional)

To track items by serial number:

  1. Check the Use Serial #s box.
  2. A pop-up will ask for confirmation. Click OK to proceed.
  3. Click Enter New Serial Batch on the Serials tab.
  4. Add the expiration date and serial number(s).
  5. For multiple batches, enter each separately.
  6. Click Proceed to save.
  7. Add Bin # or Aisle # if needed.
  8. Save the new inventory item. This will be added to the Inventory List.

💡 Once saved, stock levels will be shown in the Warehouses tab.

  • The field will now display Initial Quantity on Hand instead of Main Warehouse Quantity.
  • Note: Leave the checkbox unticked, if this option is not to be used.

Duplicate Inventory Warning

When you try to add an inventory item with a name that already exists, a message will pop up:

What the Options Mean:

  • Yes – A new item will be created, even though it has the same name as an existing one. This may lead to confusion from having duplicates.
  • No – The action will be canceled, and the duplicate item will not be added.

✏️ Edit an Inventory Item

Only users with editing permission can update inventory items.

  1. Go to Settings > Inventory > Inventory List.
  2. Click the item you want to edit.
  3. Make the changes.
  4. Click Save.

📌 You can’t edit inactive items. Reactivate them first to make changes.

🚫 Deactivate an Inventory Item

Use this instead of deleting, especially if the item was used in the past.

  1. In the Inventory List, check the box next to the item(s).
  2. Click Actions > Make Inactive.
  3. Confirm the action by clicking Yes.

The item will move to the Inactive List.

✅ Reactivate an Inventory Item

  1. Go to the Inactive Inventory List.
  2. Check the box next to the item(s) you want to reactivate.
  3. Click Actions > Make Active.
  4. Click Yes to confirm.

The item will move back to the Active List

🗑️ Delete an Inventory Item

⚠️ Warning: Deleting is permanent and may affect linked data. Use with caution.

  1. Make sure the item is inactive. Active items can’t be deleted.
  2. Go to the Inactive Inventory List.
  3. Check the box next to the item(s) to delete.
  4. Click Actions > Delete.
  5. Confirm by clicking Yes.

The item will be permanently removed.