Maintaining Service & Product Items

How to set up Service and Product Items

Written By Gerry Mckeown ()

Updated at May 26th, 2021

1. Introduction    

Before you can use Sales or Purchase Orders and Item invoices, you need to create items for the products or services that you are going to buy or sell. 

  • Service or Non Stock items are used where you have items to add to Orders and Item Invoices that you do not want to count physically. Examples would be Service charges like Consulting Hours
  • Product items should be used if you wish to add physical items where the stock will be tracked and system average cost maintained

Please see the below system articles to assist you with understanding the Stock system before adding Product items

Using the Stock (Inventory) System

2. Adding new Service or Non Stock Items

To add a new Service or Non-Stock items go to the Items Tab > Non Stock Items > New Service / Non Stock item

General Tab

Enter the following Recommended and Mandatory fields:

  • Code - this must be unique and in uppercase, it must not contain special characters (a dash "-" is allowed)
  • Description - this will appear in orders and invoices when this item is selected
  • Type - Service or Non-Stock as required

The following fields are optional and can be used as required:

  • Sales Pricing - You can hold up to eight price categories for each item and assign those to specific customers. The price will then be prepopulated on any orders or invoices raised for that customer using this item.
  • Last Cost - this field will be updated automatically when orders or invoices have been created for this item. You can enter this manually to set the last cost for new items
  • Margin % - enter the minimum sales margin and flag "issue warning if user tries to sell below margin" to warn users against selling below this. Enter as a percentage, ie 5% should be entered as 0.05. Once entered users can be warned or prevented from selling below this cost.

Defaults Tab

Check that the following fields are correctly populated:

  • Tax Code - this is the default tax code that will be prepopulated in orders and invoices when this item is selected For more information on this please see Maintaining Customer Records
  • Sales and Purchase GL codes - these are the default GL codes that will be prepopulated in orders and invoices when this item is selected for sales and purchases 



You can also add Custom Fields and Notes if needed. 

Click Process to save your new Service item & you'll get the below system message

3. Adding new Product Items

To add a new Service items go to the Items Tab > Product Items > New Product item

General Tab

Enter the following Recommended and Mandatory fields

  • Code - this must be unique and in uppercase, it must not contain special characters (a dash "-" is allowed)
  • Description - this will appear in orders and invoices when this item is selected
  • Type - Product

Inventory Tab

Check that the following fields are correctly populated:

  • Default location & Sub-location - these can be used to help with stock takes or inventory checks
  • Stock control account - this is the Balance Sheet account representing the value of stock at a period end. This will default to the GL Account code set up in Item Defaults, but can be updated for each item
  • Stock movements Account - this is the Profit & Loss account showing the cost of sales. This will default to the GL Account code set up in Item Defaults but can be updated for each item
  • Serial Number, Weight and Re-order level fields can be used for managing items if required

Defaults tab

Check that the following fields are correctly populated:

  • Tax Code - this is the default tax code that will be prepopulated in orders and invoices when this item is selected
  • Sales and Purchase GL codes - these are the default GL codes that will be prepopulated in orders and invoices when this item is selected for sales and purchases


Custom Fields

Set up Custom Fields if needed for additional reporting


Notes

Enter notes against the items if needed and documents can be attached



4. Maintaining Price lists

To view the Help article on Maintaining Price list please click the below link

Maintaining your Price Lists

 

5. Maintaining the Stock (Inventory system)

To learn more about the stock features of the system please see the below article

Maintaining the Stock (Inventory) System

To learn more about adjusting stock Levels, write off's, damages please see the below article

Adjusting Stock (Inventory) levels

To learn how to perform a stock (inventory) take on the system please see the below article

Carrying out a Stock (Inventory) Take