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

Item Creation and Editing Tutorials

  • Items include Materials, Tasks, Outwork, Assemblies, and Costings.
  • 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.
    • A Costing Unit must be assigned and only one unit can be the Costing 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 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. Complete the Notes & Attachments (tab) (optional).
  8. Change the Status on the status bar to Active (or a similar status).
  9. 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: The item is stored at all the locations. Users select a location when entering a transaction or a transaction type setting determines the location.

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 = (see example below)
      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.
    7. Click the Costing Unit column if the unit is used for costings. Applies to Costing and Assembly items only. Only one unit can be selected as the Costing Unit.
  2. Attributes Section
    1. Click Attributes (button) and select Add.
      1. Click one of these sets:
        • Estimating
        • Substrate Waste
        • Constraints
        • Attributes (adds all the custom attributes)
    2. You can add multiple sets, but each set can only be added once.
    3. For each attribute, provide the requested information in the Value column. 
      • 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 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 (e.g. Quotations, Customer Invoices).

How to Create or Edit Supplier Prices

  • Supplier Prices:
    • Applies 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 editing an item, click 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 only be negative (e.g. to record override commissions or discounts).
    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 editing an item, click 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 the Units linked to an item.
    • Can be VAT Inclusive or Exclusive.
    • Can be automatically filled in from a Cost Price or manually set. If set from a cost price, the price is marked in red if it is lower than the cost price (e.g. the adjustment is negative).
    • 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 editing an item, click 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.  In this case, the sell price is shown in red.
    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.) The Unit Price is displayed in red if it is lower than the Unit Cost Price.
    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. If the button is greyed out, select Fixed or All locations in the header.
  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 unit that is used is the one selected as the Costing Unit on the Detail tab.
  • The Materials section is for the Raw Materials that are used in production (e.g. ink, plates).
  1. Click Materials (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 unit that is used is the one selected as the Costing Unit on the Detail tab.
  • 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 Notes & Attachments (tab)

How to Add Notes to an Item

  1. Navigate to Items > Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Click Note (button) next to Add and complete the popup as follows:
    1. Name = Overtype the prefilled name or select one from the dropdown list.
    2. Reference = Type a reference for the note.
    3. Blank space = Type the note.
  6. Click Save (button).
  7. Close the interface by clicking the X in the corner.

How to View or Edit a Note

  1. Navigate to Items > Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Double-click a note to open it or right click the note and click View/Edit Note on the context menu.
  6. Edit the note as required.
  7. Click Save (button).
  8. Close the interface by clicking the X in the corner.

How to Translate a Note

Translating the note is a two-step process. First copy the English note to the language you want to translate it to. Then click Translate (button) to machine translate the copied note.

  1. Navigate to Items > Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Right click the note to translate and click the applicable Copy to … option (e.g. Copy to Thai, Copy to Serbian).
  6. Confirm that you want to copy the note.
  7. On the popup click Translate (button).
  8. Confirm that you want to translate the note.
  9. Wait while the note is machine translated. The time it takes depends on how long the note is.
  10. Close the popup using the X in the corner.

How to Update a Translated Note

This feature is used to translate the note from English if it has not yet been translated, or to update the translation if the English note was edited.

  1. Navigate to Items >Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Double-click the note to open it.
  6. Click Translate (button).
  7. Confirm that you want to translate the note and reference.

How to Delete a Single Note

  1. Navigate to Items >Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Click the ellipses in the last column and click Delete on the context menu.
  6. Confirm the deletion.

How to Delete Multiple Notes

  1. Navigate to Items >Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Hold down the Ctrl key and click all the notes you want to delete.
  6. Click Delete (button) on the Notes section.
  7. Confirm the deletion of all the selected notes.

How to Add Attachments to an Item

  1. Navigate to Items > Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Click Attachment (button) next to Add.
  6. Click Save (button) if it is not greyed out.
  7. Click the tab that matches your upload option:
    • Upload from Device:
      • Check that the file size is less than your limit (e.g. 50 KB).
      • Drag a file from your device onto the screen.
      • Click Select Files from Your Device (button) to navigate to the file you want to upload.
    • Enter URL: Paste or type a URL in the block provided.
    • Capture Image:
      • Place the image you want to upload in front of your camera.
      • Once the image is in place click Pause (button) to pause the capture on QuickEasy BOS.
      • Click Save (button) to capture the image.
    • Paste Screenshot:
      • Copy an image to your clipboard.
      • Click inside the Paste Screenshot tab and click Ctrl V or right click and click Paste on the context menu.
  8. Click Save (button) if it is not greyed out.
  9. Close the popup by clicking the X in the top corner.

How to View or Edit an Attachment

  1. Navigate to Items > Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Right click the applicable attachment click Edit on the context menu.
  6. Edit the attachment as required.
  7. Click Save (button).
  8. Close the interface by clicking the X in the corner.

How to Delete a Single Attachment

  1. Navigate to Items >Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Right click an attachment and click Delete on the context menu.
  6. Confirm the deletion.

How to Delete Multiple Attachments

  1. Navigate to Items >Menu (button) > Default View.
  2. Double-click the item you want to edit.
  3. Click Edit (button) on the top row of buttons if it is not greyed out.
  4. Click Notes & Attachments (tab).
  5. Hold down the Ctrl key and click all the attachments you want to delete.
  6. Click Delete (button) on the Notes section.
  7. Confirm the deletion of all the selected notes.

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).         

How to Set Transaction Defaults for Items

  • Transaction defaults are set from Items Edit View > Menu (button) > Edit Transaction Defaults.
  • Defaults can be set for all the transaction types, or only those that post to the ledger to ensure the correct ledger accounts are debited and credited.
  • The defaults can be changed when capturing a transaction.
  • Defaults can also be set from a transaction. When capturing a transaction and after selecting a default account, resolve option, and location, right click the entry and click Set Item defaults (Accounts, Resolve and Location) on the context menu and confirm the change.
  1. Navigate to Items.
  2. Double-click the item you want to edit.
  3. Click Menu (button) > Edit Transaction Defaults.
  4. Click Add/Edit (button).
  5. Complete the row that displays: Click here to add a new row as follows:
    1. Transaction Type = Select a transaction type from the dropdown list.
    2. Dr Account = Select a ledger account to be debited from the dropdown list or leave blank if the account that must be debited is a customer or supplier account or if the transaction is not posted to the ledger.
    3. Cr Account = Select a ledger account to be credited from the dropdown list or leave blank if the account that must be credited is a customer or supplier account or if the transaction is not posted to the ledger.
    4. Resolve = Select a resolve option for the transaction type (e.g. Purchase, On Order, Produce).
      • Note: If the resolve is unavailable for the transaction type, the field is cleared when Save (button) is clicked.
      • To Fix: Check which resolves the transaction type allows and choose one of those.
    5. Location = Select the location where the item is usually stored.
      • Note: If the item is not an inventory item, or if the item is stored at a different location, the field is cleared when Save (button) is clicked.
      • To Fix: Check that either Fixed or All Locations is selected for the item in its header and that the location is added to the item’s Inventory Tab if Fixed was selected.
  6. Click Save (button).
Example of Transaction Defaults for Items

Related Articles

Need Support?

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