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Australia (AU)Bills & PurchasesItems

Items

Items are reusable products and services that speed up bill and purchase order creation. Create purchase items once, then quickly add them to multiple bills with pre-filled details.

Shared item library

The Items tab in Bills & Purchases shares the same item library as Quotes. Items created here appear in Quotes, and vice versa. Items can be configured for:

  • Sales only: Used in quotes and invoices
  • Purchases only: Used in bills and purchase orders
  • Both: Available across all modules

For comprehensive item management documentation, see Quotes > Items.

Overview cards

At the top of the page:

Sales Items

  • Count of items configured for sales (quotes/invoices)
  • Used when selling to customers

Purchase Items

  • Count of items configured for purchases (bills/POs)
  • Used when buying from suppliers

Text Items

  • Count of text-only items (descriptions without prices)
  • Used for notes and information lines

Item types for Bills & Purchases

When creating or editing items for purchase use:

Purchase Items

Items you buy from suppliers:

  • Office supplies
  • Inventory/stock items
  • Professional services
  • Equipment and assets
  • Raw materials

Configuration:

  • Check “Available for Purchases”
  • Set default expense account
  • Assign appropriate tax code
  • Enter estimated unit cost

Text Items

Information-only lines:

  • Special instructions
  • Delivery notes
  • Terms and conditions
  • Internal references

Configuration:

  • No financial amounts
  • Appears as notes on bills/POs
  • Useful for communication

Using items in Bills & Purchases

In the Bill Editor

  1. Click Purchase Item button
  2. Search or select from item list
  3. Item details auto-fill:
    • Description
    • Default expense account
    • Tax code
    • Unit cost
  4. Adjust quantity as needed
  5. Modify any field if specific bill requires

In the PO Editor

Same workflow as bills:

  1. Click Purchase Item
  2. Select item
  3. Pre-filled details speed up entry
  4. Adjust for specific order

Creating purchase items

See Quotes > Items for detailed instructions on:

  • Creating new items
  • Editing existing items
  • Setting default accounts and tax codes
  • Managing item codes and descriptions

Purchase-specific considerations

Expense account: Choose appropriate account from chart:

  • 429 - General Expenses
  • 423 - Office Supplies
  • 610 - Cost of Goods Sold
  • Custom accounts as configured

Tax code: Typically “GST 10%” for standard purchases.

Unit cost: Enter typical purchase price:

  • Used as default in bills/POs
  • Can be overridden per transaction
  • Update periodically if prices change

Managing items

Type filter

Filter items by usage type:

  • Purchase: Items available for bills/POs
  • Sales: Items available for quotes/invoices
  • All: All items regardless of type

Status filter

  • Active: Currently available items
  • Archived: Inactive items

Find items by:

  • Item name
  • Item code
  • Description

AU-specific considerations

GST on items

  • Set appropriate default tax code
  • GST 10% for most purchases
  • Can be overridden on individual bills if needed

Expense account mapping

Proper account selection ensures:

  • Correct P&L categorization
  • Accurate financial reports
  • Valid tax deductions
  • Clear expense tracking

Inventory items

For stock/inventory purchases:

  • Use specific inventory account
  • Track quantities if needed
  • Consult with accountant on inventory method

Best practices

Item creation

  • Create items for frequently purchased goods/services
  • Use clear, descriptive names
  • Include specifications in description
  • Set realistic default costs

Maintenance

  • Review and update costs periodically
  • Archive items no longer purchased
  • Update descriptions if specifications change
  • Keep item list manageable (don’t over-create)

Usage

  • Always select from item list when possible
  • Consistent item use improves reporting
  • Override specific fields when needed
  • Add notes in description for one-off variations

Integration with other modules

Bills and POs

  • Items speed up data entry
  • Consistent coding across transactions
  • Default accounts ensure proper categorization

Quotes and Invoices

  • Items may be shared (if configured for both)
  • Purchase cost vs sales price tracking
  • Margin analysis possible

Reports

  • Spend analysis by item
  • Frequency of purchase tracking
  • Cost trend analysis

Troubleshooting

Item not appearing in bill dropdown

  • Check item is configured for “Purchases”
  • Verify item is “Active” (not archived)
  • Search in dropdown (might be lower in list)

Wrong account on bills

  • Edit item to change default account
  • Or override account on specific bill line
  • Check chart of accounts is correct

Cost keeps changing

  • Item default cost is just a starting point
  • Update item if typical price changes significantly
  • Each bill can have different actual cost

Need item for one-time purchase

Option 1: Create item (if might use again) Option 2: Type description directly in bill (no item needed)

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