Items

Menu: Inventory Tracking → Items → Items

The Items screen is the one place to set up and look after an item: its details and prices, which divisions use it, its variants (sizes, colours, strengths…), how it is tracked and its batch stock.

The item list

• Each product appears once. A product with variants shows a variants count; click the arrow to see its variants underneath.
• The list shows the code, name, variants, Tracking profile, cost price and status. Newest items come first.
• Type in Search code or name and press Enter. Searching for a variant's code or name finds its product too.
• Click any row — a product or one of its variants — to open it. Add Item starts a new one.

Items: the polo shirt opened to show its variants

The item screen

An item opens with these tabs:

• A new item: fill Item Details (and Packing Details, Bill of Materials, Substitute Items if needed) and Linking, then Save. The item opens again as saved, and Variants and Attributes & Tracking become available (until then they say Save the item first).
• A variant: its Variants tab says which product it belongs to; Open base item goes there. Its colour, size, etc. show on Attributes & Tracking.
• In the Variants tab, clicking a variant's edit opens that variant in the same screen.
• Back to Items returns to the list.

The Variants tab of a product: the item is fixed, only its variants are edited

Choosing items on the Sales Invoice: the quick picker

With General Settings → Quick Item Picker in Sales set to On, each item line of Inventory Tracking → Sales Invoice gets a search button beside the item code's + button. It opens a search window for that line; F2 anywhere in the item lines opens it for the next empty line. The item code dropdown still works as before.

• Search by code, name, barcode, variant values or any other attribute of the item, such as a part number. Each word must start a word — polo blue l finds the blue L polo — but a word with digits may sit anywhere, so 12345 finds part no OEM-12345 or OEM12345. The search starts once you have typed at least two characters and paused for a moment. Scanning a barcode finds the item directly. With nothing typed, the items sold most recently in your branch are listed.
• Search in, beside the search box, narrows the search: Everything (as above), Code, name, barcode, or one text attribute such as Part No or Generic name. With an attribute chosen, what you type may be any part of its value — 2345 finds OEM-12345. Your choice is kept for the next time you open the window.
• A product with variants shows once, with all its variants under it — those your search found (or that were sold recently) first. A search that finds a variant opens its product; with a filter on, the product says how many of its variants are shown, e.g. 4 of 12 variants. A product whose variants haven't been created yet shows as an ordinary item.
• On the right, for the highlighted item: its stock by variant (e.g. Colour × Size; click a cell to choose), the batches in your branch (earliest expiry first) and its substitutes.
• The product line itself can be added too: highlight it and press Enter to add the base item, just as you could pick it from the dropdown. The stock on the right is the product's whole stock — its variants and the base item itself; the part held by the base item is shown beside the name (base item). With In stock only, a product stays listed when its base item has stock, even if no variant does. On the right, a product shows two figures, e.g. Base item: Out · Variants: 71 — the base item's own stock (what Enter adds) and its variants' stock. If the base item itself can't be sold (inactive, or not in your division), only the variants' figure is shown. To add a variant, open the product with → or click a cell in the matrix.
• Attributes shows the item's tracking profile (for example Batches · Expiry date required · Issue FEFO) and its descriptive values such as Brand or Part No.
• The right side shows, in this order, the item's stock (by variant, then by batch), its substitutes and its attributes. Variant stock, Substitutes and Attributes can each be switched off with the buttons on the right, above the results (or Alt+T / Alt+S / Alt+V). While off, they are not loaded at all, which keeps the window quicker; your choice is kept for the next time. With substitutes off, an out-of-stock item offers Show substitutes.
• Substitutes (when on) show whenever the item has any — a variant also shows the ones set on its product (tagged from product). When the item is out of stock they are pointed out. Use this moves to one.
• Set Qty and Unit, then Enter adds the line and closes. Ctrl+Enter puts it in the basket and keeps the window open, so several items can be added in one go; Enter then adds them all.

On a phone or small tablet the window fills the screen and shows one part at a time: tap an item to see its details, and Back to results to return to the list. The filters scroll sideways, and Add and Add & keep open stay at the bottom.

Each added line gets the item's usual price, tax and serial numbers, as if chosen from the dropdown. Purchase and POS will get the same picker later.