1. Home
  2. Knowledge Base
  3. Items
  4. Item Creation and Editing Tutorials

Item Creation and Editing Tutorials

  • Items include Materials, Tasks, Outwork, Assemblies, Costings, and Extensions to these Types.
  • Items are used in Transactions (e.g. Invoicing), Estimates, and Inventory.
  • The first step to creating an item is to select a Type. Once selected, the Type cannot be changed. The types that are available are governed by a general setting: Items > Enable Item Types.
  • There are two types of costing Items: Costings and Assemblies.
    • Costing Items can be used as Costings for Estimating purposes. 
    • Assembly Items can be used to create nested Bills of Materials (BoMs).
    • Costings and Assemblies are brief estimates containing Materials, Tasks, and Outwork.
    • Costings must be created for the Base Unit.

Navigation: Main Menu > Setup > Items > New (button)

These tutorials explain how to create and edit items.

How to Create an Item

The step-by-step instructions for Steps 1 to 6 are displayed under their own topics.

  1. From Items, click New (button) and choose an Item Type.
  2. Complete the Header.
  3. Complete the Detail (tab).
  4. Complete the Prices (tab).
  5. Complete the Inventory (tab) if applicable.
  6. Complete the Costings (tab) if applicable.
  7. Change the Status on the status bar to Active (or a similar status).
  8. Click Save (button).

How to Choose an Item Type

An Item Type cannot be changed afterwards. The available Item Types are selected from a general setting: Item > Enable Item Types.

  1. Read the information on Extension Types (optional).
  2. Click New (button) and select an item type:
    1. Material
      1. Material (MAT): A flexible item for general inventory or services.
      2. Substrate (Sheet) (SHT): An extension mainly for the printing industry. Includes Attributes and Units applicable to Substrate Sheets.
      3. Substrate (Reel) (REL): An extension mainly for the printing industry. Includes Attributes and Units applicable to Substrate Reels.
      4. Substrate (Square Meters) (SQM): An extension mainly for the printing industry. Includes a base unit of sq.m. and Attributes for the Substrate.
      5. Assembly (ASM): Includes a Costing tab on which Materials, Tasks, and Outwork can be added. This type is often used for nested Bills of Materials.
    2. Task
      1. Task (TSK): Services rendered and the labour component of a production or manufacturing process (e.g. Finishing tasks).
      2. Costing (CST): Includes a Costing tab containing Materials (excl. Assemblies), Tasks, and Outwork. This type is mainly used for Estimating. 
    3. Outwork (OWK): The parts of production that are outsourced.

How to Complete the Header

  1. Description = Type a Description that is explanatory to a Customer or Supplier.
  2. Code = Type a description for internal use, or leave the field blank. The description is copied into the code field when Save (button) is clicked.
  3. Customer = Select a customer from the dropdown list if the item is used for a specific customer. Else leave the field blank.
  4. Note = Type a note about the item (optional).
  5. Base Unit: The base unit is displayed for information purposes only.
  6. Inventory = Select an inventory option from the dropdown list:
    1. N/A: Not applicable
    2. Fixed Locations: The item is stored at fixed locations.
    3. All Locations: Users select a location when entering a transaction.

How to Complete the Detail (tab)

  1. Unit Section:
    1. Units are prefilled for items with the types: Substrate (Sheet) or Substrate (Reel).
    2. Units default to ea (each) for other Item Types.
    3. Click Unit (button) next to Add to add more units.
    4. Description = Type a description for the Unit.
    5. Convert Qty =
      1. Type 1 if this Unit is the Base Unit, else
      2. Type the amount the Unit must be multiplied by to convert it to the Base Unit. 
    6. Click the Base Unit column if the unit must be the Base Unit. Checkmark = Base Unit.
      • Note: When you change the Base Unit, first uncheck the existing base unit, then check the new base unit for the conversion to be automatically applied.
      • Note: If you click more than one Unit, a single Unit is selected as the Base Unit — typically the last unit that was clicked.
  2. Attributes Section
    1. Click Attributes (button) to add Custom Attributes:
      1. Click the items on the list (use Ctrl + left click to multi-select).
      2. Click Select (button).
    2. Click the arrow on Attributes (button) to add Fixed Attributes:
      1. Hover your mouse on Add and select one of the following:
        1. Estimating
        2. Substrate Waste
        3. Constraints
    3. You can add both Custom and Fixed Set Attributes.
    4. You can add multiple Fixed Set Attributes.
    5. For each attribute, provide the requested information in the Value column. 
    6. Note: Attributes are prefilled if the item types are Substrate (Sheet) or Substrate (Reel). 
  3. Categories Section
    1. Click Categories (button):
      1. Click the items on the list (use Ctrl + left click to multi-select).
      2. Click Select (Button).

Example of a Conversion:

Convert QtyUnits
11m (Base Unit)
0.166676m
520cm
0.5200cm

How to Complete the Prices (tab)

  • Click the tabs below for step-by-step instructions for each price type.
  • Click Price (button) and select:
    • Supplier: Used in Materials and Outwork.
    • Cost: Used in Estimating and Transactions that use Cost Price.                        
    • Sell: Used in Transactions that use Sell Price.

How to Create or Edit Supplier Prices

  • Supplier Prices:
    • Refer to items that are purchased from, or outsourced to Suppliers (e.g. raw materials, parts, or finished goods).
    • Are unavailable for Task Item Types.
    • Must be VAT Exclusive. 
    • Can be added for any Unit linked to the Item.
    • May be in any Currency.
  • Multiple Supplier Prices can be added.
  • Additional fields can be inserted using the Field Chooser (*): Barcodes, Rate of Exchanges, and Total Price (Unit Price + Adjustment).
  • A Supplier Price can be deleted by right clicking the entry and selecting Delete from the context menu.
  1. From the Item Edit View, navigate to Prices (tab).
  2. Click Price (button) > Supplier Price and fill in the details as follows:
    1. Status = Select a Status from the dropdown list (usually Active or Inactive).
    2. Supplier = Select a Supplier from the dropdown list of suppliers.
    3. Reference = Type the Supplier’s Reference (e.g. Supplier’s item code).
    4. Currency = Select the Supplier’s Currency from the dropdown list of currencies.
    5. VAT Type = Select the Supplier’s VAT Type.
    6. Inc = A Checkbox. Check the box if the Supplier’s Price includes VAT.
    7. Adj % = Type a number for the Adjustment that must be made. Adjustments can be negative (e.g. override commissions or discounts) or positive (e.g. to cover handling fees or landing costs).
    8. Unit Price = Type the Supplier’s Unit Price for the item.
    9. Unit = Select the Unit that the Price applies to from the dropdown list of Units.
  3. Click Save (button).

How to Create or Edit Cost Prices

  • Cost Prices:
    • Applies to all Items. 
    • Can be entered manually or calculated automatically from the Highest Supplier Price or from a Costing.
    • Must be in the Local Currency.
    • Must exclude VAT.
    • Must be unique: only one Cost Price per Unit is allowed.
  • A Cost Price can be deleted by right clicking the entry and selecting Delete from the context menu.
  1. From the Item Edit View, navigate to Prices (tab).
  2. Click Price > Cost Price and fill in the details as follows:
    1. Status = Select a status from the dropdown list (usually Active or Inactive).
    2. Price From = Click the arrow and select an option from the dropdown list:
      1. Blank: If no selection is made the price is not calculated or updated automatically. You must manually enter and update the price.
      2. Supplier (High): Uses the highest supplier price that is filled in under Supplier Prices.
      3. Costing: Only appears on the dropdown list if a costing is added. Fills in the Cost Price from the Costing. Applies to costings and assemblies.
      4. Estimating: Only appears on the dropdown list if Estimating Attributes are added. Fills in the Cost Price from the Estimating Attributes. Applies to Tasks and Outwork.
    3. Supplier = Is filled in automatically from the Supplier Price if applicable, else is blank.
    4. Reference = Type a Reference (optional).
    5. Currency = Not applicable to cost prices. Cost Prices must be in the Local Currency.
    6. VAT Type = Will automatically select No VAT. Cost prices are always VAT exclusive.
    7. Inc = Unavailable. Cost Prices cannot include VAT.
    8. Adj % = Type an Adjustment. The adjustment can only be positive (i.e. add to the cost price). This is to allow for handling, landing cost, spoilage, or to hedge the exchange rate.
    9. Unit Price = Type the item’s Unit Price or leave it blank and click Save (button) to automatically calculate the price if a selection was made under Price From.
    10. Unit = Select the Unit that the Price applies to from the dropdown list of Units. A red Warning is displayed if a duplicate price is entered. It is removed once a different unit is selected and Save (button) is clicked.
  3. Click Save (button).

How to Create or Edit Sell Prices

  • Sell Prices:
    • Can be created in any Currency but the Rate of Exchange cannot be overridden.
    • Can be created for any or all of the Units linked to an item.
    • Can be VAT Inclusive or Exclusive.
    • Can be automatically filled in from a Cost Price or manually set.
    • Cannot be duplicated (only one sell price can exist for the same currency and the same unit).
  • Sell Prices can be deleted by right clicking the entry and selecting Delete from the context menu.
  1. From the Item Edit View, navigate to Prices (tab).
  2. Click Price > Sell Price and fill in the details as follows:
    1. Status = Select a status from the dropdown list (usually Active or Inactive).
    2. Price From = Click the arrow and select an option from the dropdown list:
      1. Blank: The price is not updated automatically. You must manually enter and update the price.
      2. Cost Prices: Select a Cost Price from the dropdown list of cost prices.
    3. Supplier: Automatically selects a supplier linked to the Cost Price if applicable. 
    4. Reference = Type a Reference (optional).
    5. Currency = Select a Currency from the dropdown list of currencies.
    6. VAT Type = Select a VAT Type from the dropdown list of VAT types.
    7. Inc = Check the checkbox if you want to set a VAT inclusive Sell Price. Leave it unchecked for VAT exclusive.
    8. Adj % = Type a number for the Adjustment. The adjustment can be positive (markup) or negative (discount).
      • Note: A negative adjustment may result in your sell price being lower than your cost price. 
    9. Unit Price = Type the item’s Unit Price or leave it blank and click Save (button) to automatically calculate the price. (Applicable if a selection was made under Price From.)
    10. Unit = Select the Unit the price applies to from the dropdown list of Units. A red Warning is displayed if a duplicate price is entered. It is removed once a different unit or currency is selected and Save (button) is clicked.
  3. Click Save (button).

How to Complete Inventory (tab)

The Inventory (tab) is not displayed unless the item is a material (including standard, substrates, reels, and assemblies).

  1. Click Inventory Location next to Add and select a location from the dropdown list or select All to add all the locations.
  2. Complete the fields in blue:
    1. Unit Price = Type an inventory unit price for the item.
    2. Min Qty = Type the minimum quantity that should be kept in stock.
  3. The rest of the fields are automatically filled in. You can delete an entry by right-clicking the entry and selecting Delete from the context menu.

How to Complete the Costings (tab)

How to Complete the Costing Tab: Materials Section

  • Fields that are automatically calculated are not included in this explanation.
  • The Totals at the bottom are calculated using more decimal places than are displayed on screen. They will, therefore, not add up exactly to the numbers you see.
  • The Costing is always in the Base Unit as shown in brackets next to Materials (e.g. Materials (ea), Materials (sq.m)).
  • The Materials section is for the Raw Materials that are used in production (e.g. ink, plates).
  1. Click Material (button) next to Add.
    1. A popup is shown with a list Materials.
    2. Click the material(s) you want to add (use Ctrl + left click for multiple materials).
    3. Click Select (button).
  2. Complete these fields for each of the added materials:
    1. Qty Type = Select the Quantity Type from the lookup list. 
    2. Waste% = Type the percentage that is wasted during production.
    3. Fixed Qty = Type the Fixed Quantity that applies to the Base Unit.
    4. Unit Qty = Type the Unit Quantity that applies to the Base Unit.
    5. Min Qty = Type the Minimum Quantity that you can produce at a time or that is viable to produce for a single order.
    6. Round = Check the block if you want to round the prices up.
    7. Adj % = Type a percentage Adjustment which can be a markup (positive number) or discount (negative number).
  3. Click Save (button).

How to Complete the Costing Tab: Routing Section

  • Fields marked in black are automatically calculated and not included in this explanation.
  • The Totals at the bottom are calculated using more decimal places than are displayed on screen. They will, therefore, not add up exactly to the numbers you see.
  • The Costing is always in the Base Unit as shown in brackets next to Routing (e.g. Routing (ea), Routing (sq.m)).
  • The Routing section is for Tasks (services) that are performed inhouse or outsourced.
  • Once added a Task or Outwork can be duplicated by right clicking the item to copy and selecting Copy from the context menu.
  1. Click an option next to Add. The options are:
    1. Tasks (button itself): Opens a list of task items for you to select the task to add.
    2. Tasks (arrow on button):
      • Add Custom Task – TSK (C): Adds a row at the bottom of the table for you to complete. Select this option if there is not an existing item for the task.
      • Add Custom Task that uses Constraints – TSK (CNSTR):
        • Adds a row at the bottom of the table for you to complete.
        • Only one Task that uses Constraints is allowed per Costing.
        • If a task with a constraint is copied, a Custom Task – TSK (C) is created. 
    3. Outwork (button itself): Opens a list of outwork items for you to select the items to add.
    4. Outwork (arrow on button):
      • Add Custom Outwork – OWK (C): Adds a row at the bottom of the table for users to fill in (e.g. for outwork that is not set up as an item). 
  2. Description = Type a Description of the Task. This field is for internal use and is not displayed to customers.
  3. Unit = Type the Unit of the Task or Outwork.
  4. Supplier = Select a Supplier from the lookup list of Suppliers if an Outwork was added. Not applicable to Tasks.
  5. Cost Centre = Select a Cost Centre from the lookup list of Cost Centres if a Task was added. Not applicable to Outwork.
  6. Qty Type = Select the Quantity Type from the lookup list.
  7. Qty = Type the Quantity if Fixed Qty was chosen in the column Qty Type.
  8. Setup (hrs) = Type the number of Hours it takes to set up the task. Not applicable to outwork.
  9. Speed (Qty/hr) = Type the number of Items that can be produced in an Hour. Not applicable to outwork.
  10. Fixed Cost = Type the Fixed Cost for the Task or Outwork.
  11. Unit Cost = Type the Unit Cost for the Task or Outwork.
  12. Min Cost = Type the Minimum Cost for which the Task can be performed, or the Outwork can be acquired whichever is applicable.
  13. Adj % = Type a percentage Adjustment which can be a markup (positive number) or discount (negative number).

How to Remove a Costing Line Item 

  1. Right-click the line to be deleted on either the Material or Routing section and click Delete on the context menu.
  2. Confirm the deletion on the popup.

How to Reorder a Costing 

  1. Right-click any of the lines on either the Material or Routing section and select Move Up or Move Down on the context menu.

How to View a Linked Item 

  1. Right-click any of the lines on either the Material or Routing section and select Open Linked Item on the context menu.
    • Note: If no item is linked (e.g. it is a custom task or outwork in the Routing section), an error message is returned.

How to Complete the Variations (tab)

  • Instead of creating a new item, users can choose to create a Variation of the item. Variations are used when the items are substantially the same but have different Prices or Attributes.
  • Variations are ideal for items such as:
    • Clothing, where the different sizes or colours can be created as variations.
    • Tasks that are similar but have different run speeds.
    • Substrates that have different sizes.

How to Copy an Item to a Variation

  • Variations must have the same Units, Base Unit, Attributes, and Categories.
  • Once a Variation has been created, these fields can no longer be added or removed on any of the variation items directly. Categories can still be changed using the Batch Update function from the item lists (List View).
  1. Navigate to Items.
  2. Double-click the item to copy.
  3. Check that all the Attributes are added and that details you want to copy are filled in because you cannot add or delete Attributes afterwards (you can still edit the values).
  4. Click Actions (button) > Copy to Variation.
  5. Navigate to Variations (tab) and type a Variation Code.
  6. Edit any of the other information as necessary.
  7. Click Save (button).

How to Delete a Variation 

  1. Navigate to Items > Edit View (Main Menu > Setup > Items > double click the item to open it).
  2. Click Variations (tab).
  3. Right-click the item you want to remove and select Remove from Variation on the context menu.
    • Note: You cannot remove the root item (the item from which variations were created) using this method.

How to Edit an Item

  1. Navigate to Items.
  2. Double-click the item to edit.
  3. Click Edit (button) on the top row.
  4. Make any changes.
  5. Click Save (button) on the top row.

How to Delete an Item

  1. Navigate to Items.
  2. Right-click the item to delete and select Delete from the context menu.
  3. Confirm the deletion on the popup.
    • Note: Items that are used in transactions cannot be deleted, but you can change their statuses to Cancelled or Pending.

How to Copy an Item

  1. Navigate to Items.
  2. Double-click the item to copy.
  3. Click Actions (button) > Copy.
    • Note: You can also copy the item by right-clicking the item on List View and selecting Copy on the context menu.
  4. Change the Description of the copied item and edit the information.
  5. Click Save (button).         

Related Articles

Need Support?

Can't find the answer you're looking for?
Contact Support