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Non-Inventory Items

Download Non-Inventory Items PDF

Non-inventory items are products your company purchases for internal use or for specific customer jobs. These can include custom materials for a particular project that aren’t regularly stocked or resold.

Add a New Non-Inventory Item

  1. Go to:
    Settings > Inventory > Inventory List
  2. Click:
    Actions > + Add New Non-inventory
  3. Fill in the item details. Required fields are marked with an asterisk (*).

General Details

  • Name*
    Enter the name of the item.
  • SKU
    Enter the product code.
  • Vendor
    Choose a supplier from the dropdown.
    If not listed, type the name — it will be added automatically when saved.
  • Non-Taxable
    Check this box if the item isn’t taxable.
  • Income Account
    Select the correct income account.
    You can scroll or use the search field.
    If not listed, just type it in — it will be saved automatically.
  • Sales Price / Rate
    Enter the selling price (if applicable).
  • Sales Description
    Add a short description. Include how or where this item is used.
  • Expense Account
    Choose the matching expense account.
    Use the search field or type it in directly.
  • Cost
    Enter the most recent purchase cost.

Stock Details

  • Main Warehouse Quantity On Hand*
    Enter the starting quantity. Use 0 if there’s none yet.
  1. Click Save
    This adds the item to your Inventory List.

Add Bin and Aisle Info (Optional)

Once saved, you can edit the item to add:

  • Bin #
  • Aisle #
    If available, these help track item location in your warehouse.

Duplicate Non-Inventory Warning

When you try to add a non-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.

Update a Non-Inventory Item

  1. Find the item in the Inventory List.
  2. Click the item to open edit mode.
  3. Make your changes and click Save.

🔒 Inactive items can’t be edited. Reactivate them first.

Deactivate a Non-Inventory Item

Use this instead of deleting if the item is no longer used.

  1. In the Inventory List, check the box next to the item.
  2. Click Actions > Make Inactive
  3. Confirm by clicking Yes in the warning popup.

To deactivate multiple items:

  • Check multiple boxes or use the checkbox in the Name header.
  • Click Actions > Make Inactive

The item(s) will move to the Inactive List.

Reactivate a Non-Inventory Item

  1. Go to: Inactive Inventory List
  2. Check the box next to the item.
  3. Click Actions > Make Active
  4. Confirm by clicking Yes in the popup.

The item will return to the Active List.

Delete a Non-Inventory Item

Only delete if you’re sure the item is no longer needed.

⚠️ Warning: Deleting an item may impact reports or data. Deactivate first before deletion.

  1. Go to: Inactive Inventory List
  2. Check the box next to the item.
  3. Click Actions > Delete
  4. Confirm by clicking Yes in the popup.

The item will be permanently removed.