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Australia (AU)InventoryItems

Items

The Items tab in Inventory shows your product catalog. These are the same items used in Quotes and Bills & Purchases, but viewed from an inventory management perspective.

Shared item library

The Items tab in Inventory shares the same item library as Quotes and Bills & Purchases. Items created here appear in all modules.

For comprehensive item management documentation, see Quotes > Items.

Overview cards

At the top of the page:

Sales Items

  • Count of items available for quoting and invoicing
  • Used when selling to customers

Purchase Items

  • Count of items available for bills and purchase orders
  • Used when buying from suppliers

Text Items

  • Count of description-only items
  • Used for notes and information

Inventory-specific features

Track Inventory toggle

Enable inventory tracking for any item:

  1. Find item in list
  2. Click to open item editor
  3. Enable Track Inventory toggle
  4. Set:
    • Initial quantity
    • Reorder point
    • Preferred location
  5. Save
  6. Item now appears in Tracked Items

Inventory indicators

In the Items list:

  • Tracking icon: Item has inventory enabled
  • Stock level: Shows current quantity (if tracked)
  • Status dot: Green/Yellow/Red for stock level

Using items across modules

Sales workflow

  1. Create item in Inventory → Items
  2. Enable “Available for Sales”
  3. Set sales price
  4. Use in Quotes and Invoices
  5. Optional: Enable inventory tracking
  6. When invoiced, stock auto-deducts (if tracked)

Purchase workflow

  1. Create item in Inventory → Items
  2. Enable “Available for Purchases”
  3. Set cost price
  4. Use in Bills and Purchase Orders
  5. Optional: Enable inventory tracking
  6. When bill received, stock auto-increases (if tracked)

Inventory workflow

  1. Create item in Inventory → Items
  2. Enable “Track Inventory”
  3. Set initial quantity
  4. Item appears in Tracked Items
  5. Stock managed automatically through sales/purchases
  6. Manual adjustments via Tracked Items

Managing items

Type filter

Filter items by usage:

  • Sales: Available for quotes/invoices
  • Purchase: Available for bills/POs
  • Both: Available across all modules

Status filter

  • Active: Currently available
  • Archived: Inactive/historical

Find items by:

  • Item name
  • Item code
  • Description

Item creation

See Quotes > Items for detailed instructions on:

  • Creating new items
  • Setting up item codes
  • Configuring tax codes
  • Managing prices and costs

Inventory considerations

When creating items for inventory:

Item code/SKU:

  • Unique identifier
  • Used in stock management
  • Barcode friendly

Unit of measure:

  • Each, kg, meter, box, etc.
  • Consistent across modules
  • Affects quantity tracking

Reorder point:

  • When to reorder
  • Based on lead time and demand
  • Can set when enabling tracking

Best practices

Consistent setup

  • Create items once, use everywhere
  • Enable sales/purchase flags appropriately
  • Enable tracking for physical stock
  • Use clear, unique codes

Item organization

  • Group by category if possible
  • Use consistent naming
  • Archive obsolete items
  • Review periodically

Inventory integration

  • Enable tracking for physical goods
  • Set realistic reorder points
  • Monitor stock levels regularly
  • Link to suppliers for reordering

Troubleshooting

Item not in Tracked Items

  • Check “Track Inventory” is enabled
  • Verify item not archived
  • Set initial quantity
  • Refresh page

Stock not updating automatically

  • Check tracking enabled
  • Verify item linked correctly
  • Confirm invoice/bill processed
  • Check for manual adjustments needed

Can’t find item in Quotes/Bills

  • Check “Available for Sales/Purchases” enabled
  • Verify item active (not archived)
  • Search in dropdown
  • Create new if genuinely missing
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