View and manage an item
Open an item to read its details, edit it, discontinue or archive it, or attach files. Everything starts from Item Central › Items.
Video coming soon: Tour of the Items listThe list
Each row is one item. Bills of materials are not listed here. By default you see Item Id, Item Name, Item Type, Item Category, Item Subcategory, Status, Tax Rate, Saleable, Inventory, Inventory Enabled On, Tags, Created By, Updated By, Created At, Updated At and Brand Name. Use the column chooser in the table header to hide what you do not need. Click a heading to sort by Item Id, Item Name, Status, Inventory Enabled On, Created At or Updated At. The newest items come first. Use the page size in the footer to show more rows.
Inventory shows a box icon when the item tracks stock. Inventory Enabled On is the date tracking was switched on, or a dash.
Use the search box at the top of the page to find an item. It matches the item name, the purchase and sales descriptions, the Item Id, barcodes, the HSN or SAC number, the brand and the tags. A ribbon reads "Search Result for" your words; click the cross to clear it. There is no other filter on the list.
Click the arrow at the start of a row to open its tabs.
Tabs under each item
| Tab | Shows |
|---|---|
| Pricing | Purchase Rate, UOM, Sells in, Buys in, Purchase Description, Sales Price and Sales Description. |
| Inventory | On hand, Reserved and On order, with a caption saying what each means. On hand is physical stock now, Reserved is committed to open sales orders, On order is expected from open purchase orders. Says so when stock tracking is off or your plan has no Inventory. |
| Cost Break Up | Category, subcategory, remarks, cost and contribution. |
| Specifications | Parameter, unit, value and description. |
| QC Parameters | Criteria saved on the item, with expected value and tolerances. |
| Approval | Where the item is in the approval workflow, when your business has one. |
| Documents | Files attached to the item. Click a name to download it. |
Use the upload icon in the list footer to open the Bulk Import page for items. Importing needs create access to Bulk Import as well as to items. The list has no spreadsheet export.
Open an item
Click View (the eye) on a row. The item opens beside a shorter list, so you can move between items. The top shows the item type, Item Id, name, HSN or SAC number, UOM, brand and tags, and the picture. Folded sections below show Pricing (Purchase Rate, Purchase Description, Sales Price, Sales Description), Batch (Lot) Tracking, Cost break up, Specifications and QC Parameters. The panel header has Edit, the three-dot menu, maximise and close. There is no print.
Batch (Lot) Tracking reads Tracked in lots or Not tracked in lots, with the series and shelf life for a tracked item. If the item has a production multiple or a minimum purchase quantity, they show there too. The item form has no box for those two; they come from an import or the API.
Stock across variants
For a base model with variants, this panel lists each Variant with On hand, On order and Reserved, and a Total row. A variant that does not track stock shows a dash for On hand and Not tracked, and a variant with nothing on hand shows Out of stock. A lone item shows no panel.
Edit an item
Click Edit on the row, or in the item's panel. The form is the same one you used to add the item, with Update in place of Add. See the Full guide for every field.
Some things are fixed once the item is saved: the Item ID, the Item Type, and stock tracking, which cannot be switched off. If you save without changing anything, you are told no changes were detected.
You can edit an Active or Discontinued item. An item that is In Review or Archived cannot be edited: the pencil is greyed and hovering it shows the reason. Without edit access the pencil is not shown.
Row menu
Open the three-dot menu at the end of a row. It shows only to roles with edit access.
- Mark as discontinued on an Active item, or Mark as active on a Discontinued one, changes whether the item is offered on new documents.
- Mark as archived is for account administrators, on an Active item. A confirmation asks first, and on the web app the status cannot be changed afterwards.
- Attach adds files to the item.
An item cannot be deleted. There is no PDF, print or email.
On the mobile app
The mobile app has an Add and Edit Item screen, reached from Quick Add under Items & Inventory. It covers the item type, ID and name, category, UOM, HSN or SAC code, product level, brand, pricing and tax, stock tracking, cost break up, specifications, quality criteria, barcodes and notes. The HSN or SAC code and the cost price are required there too. Its item menu can mark an Active item as archived and reactivate an Archived one, which the web app does not offer.
Status
| Status | Means |
|---|---|
| Active | Can be picked on new documents and edited. |
| In Review | Waiting for approval. The item cannot be edited yet. |
| Discontinued | Kept on file. Can be edited and made active again. |
| Archived | Retired. Cannot be edited, and on the web app its status cannot be changed. |
Problems and fixes
Edit is greyed out on an item
The item is In Review or Archived. Hover the pencil to see which. If the pencil is missing, your role cannot edit items.
I do not see the three-dot menu
It needs edit access to items.
The Inventory tab says inventory is not enabled
Either your plan does not include Inventory, or the item does not track stock. Open Edit on a goods item and tick Track stock for this item.
The item is not offered on another document
Check its status here. Archived and In Review items are not for new documents, and you must be in the right business unit.
The page says No Access
Your role has no access to items. Ask an administrator.