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Items and units

The school bookshop needs an Exercise book item measured in each. A lunch programme charge is a service, even if it appears on the same customer invoice. Choosing the type and unit correctly avoids treating a service as warehouse stock.

On this pageCreate the itemMaintain unitsInventory and opening stockTax product detailsBefore changing an existing itemContinue with

Create the item

  1. Open Products > Items and choose New item.
  2. Enter the item name and, if needed, a code. Leave the optional code blank to generate it.
  3. Choose Stock item, Service or Asset and the Base unit. Use New unit if an appropriate unit does not exist.
  4. For stock, choose no tracking, batch tracking or serial tracking. Enter a barcode if used.
  5. Review the default income and expense accounts, description and Variant template switch.
  6. Review Inventory & price and Tax & eTIMS when those features apply, then select Create item.
The item editor separates identity, stock tracking and default posting accounts.1 Type and base unit2 Posting defaults

Maintain units

Use Units on the Items page to search and manage units. Review the name, symbol, category, active status and whether quantities must be whole numbers. A unit named Box does not, by its name alone, define how many individual books it contains.

Use one clear base unit for the stock quantity you count. Check the unit on purchase, price and sales lines; a rate per box cannot be compared directly to a rate per each.

Inventory and opening stock

Inventory & price contains the relevant valuation and price setup. If entering opening stock, provide the actual opening quantity, posting warehouse and supported valuation details. Reconcile this with the migration plan so the same stock is not also received a second time through an opening entry.

Templates define shared settings and cannot hold stock. Create the concrete variants before receiving sizes or colours separately.

Tax product details

Tax & eTIMS holds the product’s reporting classification and units. Review provider configuration before registering a product. A catalogue item’s tax profile is separate from a document’s selected tax template.

Before changing an existing item

  • Inspect whether it already appears in posted stock or accounting records. Preserve its historical meaning.
  • Use the active-status and edit actions offered by the item; do not reuse an old code for a different physical product.
  • If a selector excludes an item, check its active status, template flag and required stock/service type.
Create concrete variantsPrepare the warehouseConfigure tax reporting