Enter/Edit Items

Items that are assembled by the company. Please note that only items of type Product (Stock Item), Raw Materials, Assembled Item, Input Service or Input Labour can be used as sub-items.

Assembled Item is only available in edition ES3 Assembly

Items or equipment that are used as a resources but not sold.

Equipment/Asset is only available in edition ES2 Trading and ES3 Assembly

Non-costed freight is freight items where you enter the freight charge without an option for costing calculation. Used for Purchase Orders where freight is charged and invoiced by the supplier. On Sales Order these items are used to enter freight charges directly.

Freight is only available in edition ES2 Trading and ES3 Assembly

Costed freight is freight items where you cost the freight based on a costing set-up. When a Costed Freight item is used on a Purchase Order it does not print on the order. Used when you cost and pay your own freight for purchases. On Sales Order these items allow you to calculate freight charges from weights and other measurements.

Freight (Costed) is only available in edition ES3 Assembly

Labour used in assembly.

Input Labour is only available in edition ES3 Assembly

Services used in assembly, but not sold. Input Services can be used on Assembly Orders.

Input Services is only available in edition ES3 Assembly

Items that are a kit of sub-items. Please note that only items of type Product (Stock Item), Raw Materials or Assembled Items can be used as sub-items. Furthermore, items using stock lots cannot be part of a kit item.

Kit Item is only available in edition ES3 Assembly

Product for physical items where stock/inventory is kept.

Product is only available in edition ES2 Trading and ES3 Assembly

Raw Materials is only available in edition ES3 Assembly

Services for services or non-stock items.

Services is available in ALL editions

A Style/Model item is used to create an item that other items belongs to. In other words, the style is a common item having sub-items belonging to it. A Style cannot be sold or purchased, i.e it cannot be used on orders. It is primarily used to produce joint Product Data Sheets and Product Summaries on documents. If styles/models are used, the style has to be added before any other items can be linked to the style.

Style/Model is only available in edition ES3 Assembly

Enter the items unique item code.

Enter the item name. This field is required

This field is used to enter a style or model code. This is a code shared by all variants of an item. Should be left blank when there is no style/model. This field can be used by itself or together with item attributes and variants.

Normally the style is the first characters of the item code. Please note that the style is not searchable, because it is assumed that it contains the first characters of the item code only.

Product Data Sheets can be created for a style and linked automatically to all items sharing the same style code. See below for more details about Product Data Sheets.

Styles are only available in selected editions.

If attributes exists and is applicable for the item, select the item attribute for this item. Item attributes are used to define variants such as sizes and colours. [None] is the standard value.

This field only applies to items having an item attribute with variants.

Select the first type of variant of the item with this basecode.

For example Small

This field only applies to items having an item attribute with variants.

Select the second type variant of the item with this basecode.

For example Blue

This field only applies to items having an item attribute with variants.

Select the third type variant of the item with this basecode.

Not applicable in the T-shirt example

Indicate whether the item is discontinued or not. When an item is set to discontinued you will not be able to capture new orders on the item. However, the item will still be included in any statistical reports.

Please see above for information about discontinuing shared items.

Tick checkbox to enable serial number tracking for this item. If ticked, this item can only be sold one at a time and a serial number must be entered every time the item is sold.

Item Serialising is only available if it is enabled in Configuration » Company Administration » X00 Company Preferences.

Not applicable to Services.

Tick checkbox to enable stock lots (stock batches). Stock lots can be used to track different stock cost for different batches of stock. An expiry date can be set for products belonging to a stock lot. If ticked, a stock lot must be selected when selling this item.

Item Stock Lots is only available if it is enabled in Configuration » Company Administration » X00 Company Preferences.

Not applicable to Services or Kit Items. Furthermore, if an item uses stock lots, it cannot be part of an kit item.

If stock lots are enabled, enter the minimum number of days prior to a stock lot's expiry date that the lot has to be sold. This figure is used to calculate the sell by date based on a stock lot's expiry date.

If the field is set to zero, the sell by date will be equal to the expiry date. This field can be ignored if stock lots for this item does not have expiry dates. 

If this value is changed, the sell by date for all current stock lots will be recalculated. 

Enter the item's discount code. This is a two character code, which together with a customer's discount code determines the Discount Matrix used for this item, when sales orders and invoices are created.

Click here for more about discount matrixes.

Enter the item's bar code. Optional.

Enter the item's PLU code. Used by tills and POS systems.

Enter an alternative identification code for the item.

Tick this checkbox if the item can be sold. If unticket, the item will not be selectable on sales orders, invoices or support tickets.

Tick this checkbox if the item can be purchased. If unticket, the item will not be selectable on purchase orders or supplier invoices.

Select how sales prices are handled for this item. The options are:

1. Unit Price is the standard price type. This allows you to enter four different sales prices for the item.
2. Mark-Up on Last Cost will calculate sales prices based on the current cost price of the item. A Mark-Up percentage must be entered.
3. Mark-Up on Average Cost will calculate sales prices based on the current average stock cost of the items in stock. A Mark-Up percentage must be entered. If no stock is available when an order is added, the Last Cost Price will be used.

Please note that when a Mark-Up is used, the price is calculated when you initially add the sales order, contract or opportunity. If the cost price changes between the time you added the order and invoice the order, the sales price will not be changed to a mark-up on the new cost price. To refresh the prices you have to manually open the order and refresh each item.

If the Price Type is set to Mark-Up, enter the Mark-Up Percentage in this field.

Enter the item's Price A. This field is Required if the Price Type is Unit Price. The price should be entered according to your price settings for Price A. Price settings can be changed in Company Preferences.

Enter the item's Price B. This field is Optional. The price should be entered according to your price settings for Price B. Price settings can be changed in Company Preferences.

Enter the item's Price C. This field is Optional. The price should be entered according to your price settings for Price C. Price settings can be changed in Company Preferences.

Enter the item's Price D. This field is Optional. The price should be entered according to your price settings for Price D. Price settings can be changed in Company Preferences.

Enter the items minimum sales price. Orders cannot be invoiced where an item's price is less than its minimum price.

Enable this setting if you want to enter the minimum price when entering orders. This setting should be used with care.

Enter the items internal price. This price can be used on Internal Orders / Stock Transfers between warehouses and branches.

Enter the Cost Price per Purchase Unit in local currency. This is the Last (current) Cost Price for the item

The last cost price for the item is maintained by SMARTEDGE when an operation causes changes in the last cost price, for example when purchase orders are costed or stock is added or assembly orders are finished.

For an Kit Item the Cost Price is overridden by the total cost price from the kit. Thus, it is no point entering a manual cost price for an Kit Item.

Likewise, when a PO is issued for an item that is a sub-item of an Kit Item, both the cost price for the item itself and all kit items using the item is recalculated and updated.

Enable this setting if you want to enter the cost price when entering orders.

If you are required to pay a license fee or royalty on sales of this item, you can select the basis for calculating such fees. This will add the license fee / royalty to the statistical cost of the sale.

1. [No License Fee] means that no license fee or royalty is levied on this item.
2. Per Unit Sold means that a license fee equal to the amount entered in field License Fee Rate will be calculated per unit delivered.
3. Sales means that a license fee will be calculated from the sales value of the sale. The license fee rate must be entered as a percentage.
4. Sales Less Commission means that a license fee will be calculated from the sales value less any commissions payable for the sale. The license fee rate must be entered as a percentage.
5. Sales Less Item Cost means that a license fee will be calculated from the sales value less the item cost of the sale. The item cost will be the average stock cost or the last cost price if average stock cost is not applicable. The license fee rate must be entered as a percentage.
6. Gross Profit Margin means that a license fee will be calculated from the sales value less the item cost and any commissions on the sale. The item cost will be the average stock cost or the last cost price if average stock cost is not applicable. The license fee rate must be entered as a percentage.

Please note that the license fee / royalty will be reported for the current Preferred Supplier. In other words, when license fee reports are produced it is assumed that the fee is payable to the preferred supplier.

Furthermore, license fees are not yet accruead or captured in the financial books automatically. Such entries must be captured manually from the license fee report and actual payments made to the supplier.

Select number of digits after the decimal point for quantities for this item. Quantities can have from 0 to 6 decimals depending on the need for the item. Normal setting is 2.

Select number of digits after the decimal point for prices for this item. Prices can have from 0 to 6 decimals depending on the need for the item. Normal setting is 2. Please note that this setting applies to all the prices, including cost prices.

Select the country of origin for the item. Only used when importing/exporting the item.

These fields contain information about unit of measuarement and conversion between units for a particular item.

Please note that some of the fields are not used for all item types.

Select the sales unit of the item. This is the unit used when selling the item. If a unit code does not exist it can be added in Menu Configuration » Products and Services » Y20 Unit Codes.

Select the stock unit of the item. This is the unit used for stock/inventory. The average stock cost for a unit is measured in the stock unit. Normally this unit is the same as either the sales or the purchase unit. It is convenient to try to stock in the same unit as you sell to avoid confusion. If a unit code does not exist it can be added in Menu Configuration » Products and Services » Y20 Unit Codes.

Select the unit the item is purchased in. Normally this is the same as the stock and sales unit. The Purchase Unit is used on purchase orders, and the last Cost Price for the item is always kept in the purchase unit.

Enter the number of sales units there are in one Stock Unit. Normally this is one. However, if Sales Unit is M2 and the Stock Unit is a box, the number of Sales Units in one stock unit could for example be 0.7. This would mean that one box contains 0.7 M2. See below for an example on how to use units and unit conversion.

This number is used when calculating the stock/inventory for a sales order. The system divides the number of units sold with this factor to obtain the number of stock units. For example if the conversion is 0.6 and you sell 10 units (M2), the stock picked would be 10/0.6, which is 14.28 (boxes)

This value cannot be zero, therefore if zero is entered it is automatically changed to one when saving the item.

Enter the number of stock units there are in one Purchase Unit. Normally this is one. However, if Stock Unit is each and the Purchase Unit is a carton, the number of Stock Units in one Purchase Unit could for example be 6. This would mean that one carton contains 6 pieces. See below for an example on how to use units and unit conversion.

This number is used when calculating the stock/inventory from a purchase order. The system multiplies the number of units bought with this factor to obtain the number of stock units.For example if the conversion is 6 and you buy 10 units (Cartons), the stock added would be 10*6, which is 60 (pieces)

This value cannot be zero, therefore if zero is entered it is automatically changed to one when saving the item.

If the item can be sold in multiples only, enter the multiple the item can be sold in. Default value is zero, which means no multiple requirements.

For example, if an item must be sold in multiples of 6, enter 6. When entering sales orders, the order quantity must then be 6, 12, 18, 24....

Minimum quantity that can be purchased. Default value is zero, which means no minimum.

If it is an Assembled Item, this value is the minimum assembly quantity.

If the item can be purchased in multiples only, enter the multiple the item can be purchased in. Default value is zero, which means no multiple requirements.

For example, if an item must be purchased in multiples of 6, enter 6. When entering purchase orders, the order quantity must then be 6, 12, 18, 24....

If it is an Assembled Item, this value is the assembly multiple.

Select the Sales Account for this item. This is the account that will be used to post invoice sales for this item.

Select the Sales Account for this item, when sales are 0-rated (normally export).

Select the Return Account for this item. This is the account that will be used to post credit notes for this item.

Select the Returns Account for this item, when returns are 0-rated (normally export).

This option is only visible if Post Discounts to Discount Account is enabled in Configuration » Company Administration » X00 Company Preferences.

Select the Discount Account for this item. This is the account that will be used to post invoice discounts for this item.

This option is only visible if Post Discounts to Discount Account is enabled in Configuration » Company Administration » X00 Company Preferences.

Select the Discount Account for this item, when discounts are 0-rated (normally export).

This option is only visible if Post Discounts to Discount Account is enabled in Configuration » Company Administration » X00 Company Preferences.

Select the Discount Returns Account for this item. This is the account that will be used to post discounts on credit notes for this item.

This option is only visible if Post Discounts to Discount Account is enabled in Configuration » Company Administration » X00 Company Preferences.

Select the Discount Returns Account for this item, when returns are 0-rated (normally export).

Select which account to use for inventory.

The account settings on the warehouse can be selected instead of a specific inventory account.

Select which account to use for Change In Inventory or Cost of Goods Sold. This account is used differently depending on the Accrual Option select in Company Preferences.

It is basically used to balance the inventory account when delivering sales orders or receiving purchase orders.

The account settings on the warehouse can be selected instead of a specific COGS/Change In Inventory account.

Select which account to use for accruing purchases. This account is used differently depending on the Accrual Option select in Company Preferences.

It is used to accrue cost of goods when receiving a purchase order when one of the purchases accrual options are enabled.

The account settings on the warehouse can be selected instead of a specific Purchases Accrual Account.

Select the Purchase Account for this item.

The Purchases account is only used when Accrual w/Changes in Inventory or No Purchases Accrual is used (see Company Preferences). When Direct Accrual is used, the purchases account is not used.

The account settings on the warehouse can be selected instead of a specific purchase account.

If you want to track Changes In Inventory you should use an expense (cost of sales) account, if not the Inventory account can be used to capture purchases directly on the inventory account.

Select which account to use for tracking Materials in Production. This account is used during assembly. When a Assembly Order for a assembled item containing this item as a sub-item is in stage In Production, this account is used to track the value of inventory currently being used in production. When the assembly process is finished the inventory will be removed from the Materials In Production account and inventory will be added for the assembled item.

Why Do Stock Items and Assembled Items Have this Selection?

The Materials In Production account can be selected for Stock Items, Assembled Items and Styles in addition to Raw Materials and Input Services. The reason for this is that Stock Items and Assembled Items can also be sub-items of another Assembled Item. For such items, a selection needs to be made. There is no need to select an account if the current item is not a sub-item of any assembled item.

Select which account to use for inventory write-offs.

The account settings on the warehouse can be selected instead of a specific Inventory Write-Off Account.

This is the account that will be used to post purchases for this item. When a supplier invoice is created from a purchase order containing this service item, this setting determines the suggested purchases account for the service item.

Select which account to use for inventory. This can be a specific Raw Materials Inventory account.

The account settings on the warehouse can be selected instead of a specific inventory account.

Select which account to use for Change In Inventory or Cost of Materials. This account is used differently depending on the Accrual Option select in Company Preferences.

It is basically used to balance the inventory account when when assembly products using this raw material.

The account settings on the warehouse can be selected instead of a specific Cost of Materials account. It will then default to the COGS Account on the warehouse.

Select which account to use for accruing cost of materials. This account is used differently depending on the Accrual Option select in Company Preferences.

It is used to accrue cost of materials when receiving a purchase order when one of the purchases accrual options are enabled.

The account settings on the warehouse can be selected instead of a specific Purchases Accrual Account. It will then default to the Purchases Accrual Account on the warehouse.

Select the Purchase Account for this item.

The Purchases account is only used when Accrual w/Changes in Inventory or No Purchases Accrual is used (see Company Preferences). When Direct Accrual is used, the purchases account is not used.

The account settings on the warehouse can be selected instead of a specific purchase account.

If you want to track Changes In Inventory you should use an expense (cost of goods sold) account, if not the Inventory account can be used to capture purchases directly on the inventory account.

Select which account to use for keeping Materials in production. This account is used on Assembly orders, to hold materials that are being used in producing items, where the assembly of the item is not yet finished.

Select which account to use for inventory write-offs.

The account settings on the warehouse can be selected instead of a specific Inventory Write-Off Account.

Select which account to use for capitalising input services used in assembly. This account works similar to the inventory account for raw materials. This can be a specific Capitalised Mft. Services account

The account settings on the warehouse can be selected instead of a specific inventory account. It will then default to the Inventory on the warehouse.

Select which account to use for Usage of assembly service. This account works similar to Cost of Materials for raw materials. This account is used differently depending on the Accrual Option select in Company Preferences.

It is basically used to balance the inventory account when when assembly products using this input service.

The account settings on the warehouse can be selected instead of a specific Assembly Service Usage account. It will then default to the COGS Account on the warehouse.

Select which account to use for accruing purchases of assembly services. This account is used differently depending on the Accrual Option select in Company Preferences.

It is used to accrue cost of services when receiving a purchase order when one of the purchases accrual options are enabled.

The account settings on the warehouse can be selected instead of a specific Purchases Accrual Account. It will then default to the Purchases Accrual Account on the warehouse.

Select the Purchase Account for this item.

The Purchases account is only used when Accrual w/Changes in Inventory or No Purchases Accrual is used (see Company Preferences). When Direct Accrual is used, the purchases account is not used.

The account settings on the warehouse can be selected instead of a specific purchase account.

If you want to track Changes In Inventory you should use an expense (cost of goods sold) account, if not a Capitalised Input Services account can be used to capture purchases directly on the captialised input services account.

Select which account to use for tracking services currently being used in assembly. This account is used on Assembly orders, to hold input services that are being used in producing items, where the assembly of the item is not yet finished.

Select which account to use for accruing labour cost when the item is used on a assembled item. This account is independant of the Purchases Accrual setting in Company Preferences. Labour Costs are always accrued and not expensed directly when assembly items

It is used to accrue the cost of labour in the assembly process. It is important to remember that when including labour items on manufacted items, the salary of these labourers have to be captured against the this accrual account, when salary is captured.

The account settings on the warehouse can be selected instead of a specific Cost of Materials Accrual Account. It will then default to the Purchases Accrual Account on the warehouse. This is not a recommended option for this account, since Labour Accruals should be kept on a dedicated account.

Select which account to use when capturing freight on invoices. Normally this is the standard sales account, but can be a specific account for freight revenues.

Select which account to use when capturing 0-rated freight on invoices. Normally this is the standard 0-ratedx sales account, but can be a specific account for freight revenues.

When Purchases Accrual is not used, this is the account that will be suggested for inbound freight charges when capturing supplier invoices from a purchase order. Should be a Cost of Sales account. Note that the account is only used for supplier invoices and not on purchase order themselves. This is because freight is costed into the landed cost for the products on the purchase order.

When Purchases Accrual is used, this is the account that will be suggested for inbound freight charges when capturing supplier invoices from a purchase order. Must be an Accrual account. Note that the account is only used for supplier invoices and not on purchase order themselves. This is because freight is costed into the landed cost for the products on the purchase order.

This is the account that will be used for internal freight charges when capturing freight on internal orders. Should be a Cost of Sales account. Normally the same as the Internal Freight In Account, because the amounts should set off against each other.

This is the account that will be used for internal freight charges when capturing freight on internal orders. Should be a Cost of Sales account. Normally the same as the Internal Freight Out Account, because the amounts should set off against each other.

Select the standard VAT Output Tax for this item. This setting is used when invoicing this item.

Select the standard VAT Input Tax for this item. This setting is used when capturing supplier invoices for this item.

If there are local import duties on the item, select the tariff code from the list. The Tariff is used on Purchase Orders (import only) to calculate duties to pay when the Delivery Terms are not Delivered Duty Paid.

To add Tariff Codes go to Configuration » Freight and Duty Costing » Y35 Duty Tariff Codes.

These Duties and Tariffs are used for export. They are only required if the company exports the item with delivery terms Delivered Duty Paid. In such cases the Tariff is used to calculate any duties or taxes in the receiving country.

To Add a Foreign Duty, click the button Add. A new window opens, listing all foreign tariff codes. Click to select for the current item.

To remove a Foreign Duty, click the Del button for the duty.

To add Tariff Codes go to Configuration » Freight and Duty Costing » Y35 Duty Tariff Codes.

Enter the measurements of the item, width, length, height.

Enter volume of the item (w/o packaging).

Select the unit for the volume. Unit Codes of type Volume can be selected.

Select the packaging unit for the item. If an item is not packed in a specific manner, select [None]. Otherwise, select for example CASE if they come packed in cases. If a unit code does not exist it can be added in Menu Configuration » Products and Services » Y20 Unit Codes.

For sales, enter the number of sales/stock units there are in one packed unit.

For purchases, enter the number of purchase units there are in one packed unit.

Tick if the item is only sold/purchased in packs. This means that when capturing orders quantity sold must be according to packs. In other words if there are 6 units in a pack, only 6, 12, 18, 24 etc can be sold.

This restriction is applied in addition to the Break Stock Unit setting above.

Enter the measurements of the packaging, width, length, height.

Enter volume of the packed item

Select the unit for the volume. Unit Codes of type Volume can be selected.

Enter a description of the item's standard packaging. This information will be printed on invoices.

Enter the supplier name. You are not required to enter the full name of the supplier, but the name you enter must uniquely identify the supplier. If you are not sure if the name you have entered is unique, or exists, click the...to search for a user matching your entry.

Enter the supplier's item code. This item code is printed on purchase orders.

Enter the Normal Delivery Time in days

This field is maintained by the system when purchase orders are delivered.

Tick this box, if this is the preferred supplier for this item