Inventory Items (Settings)

Accessing the Inventory Items Settings

Settings > Inventory Settings > Inventory Items

Adding an Inventory Item

Select a manufacturer from the Select Manufacturer to modify list, at the top of the settings screen.

If the required Manufacturer does not appear in the list, add the Manufacturer (see Inventory Manufacturers (Settings)).

In the Add new inventory item type section, the following fields are presented:

Supplier SKU

If required, enter a SKU (Stock Keeping Unit) for the new item.

A SKU is guaranteed to identify a specific configuration of item.

The SKU can optionally be displayed on a Quote line item, as specified in Inventory Miscellaneous (Settings).

Model Number

Typically, the manufacturer's unique model number for the item.

The Model Number can optionally be displayed on a Quote line item, as specified in Inventory Miscellaneous (Settings).

Item Code

An alternative, unique code used to identify the item.

Item Description (Mandatory)

Enter a description of the item; this description is always automatically displayed on a Quote line item (unless manually edited within the quote).

Preferred Supplier / Exclusive Supplier

A preferred or exclusive Supplier can be specified for the item.

• Preferred Supplier - Select a name from the dropdown list
• Exclusive Supplier - Select a name from the dropdown list, and tick the Exclusive Supplier box

When the Inventory Item is added to a Quote, the Preferred Supplier field in the Quote will automatically be updated according to this selection.

If the Exclusive Supplier box has been ticked in this setting, the user cannot change the Supplier in the Quote. If this box is unticked, an alternative (or no) Supplier can be selected when creating a Quote.

Business Division

If specified, the Business Division will be automatically allocated to the item when it is added to a Quote.

Business Divisions are configured in Leads Business Division settings.

See the Support Centre Quotes category for information pertaining to the creation of Quotes.

Min Qty

Specifying a minimum quantity causes the Low Stock trigger to occur if the stock level for this item falls below the value specified.

Low Stock triggers only occur for items that are currently in an Inventory location that has been configured for Low Stock Warnings, as specified in Inventory Locations (Settings).

Serial Required

If ticked, incoming stock of this item must have a serial number allocated per item. This ensures that individual stock items can be tracked within the Inventory module.

Typically, low-value items will not have a serial number allocated. For example, a carton of 100 plastic bags would not typically be accounted for individually, whereas high-value electronic items would typically have unique serial numbers.

Quotable

If ticked, the Inventory item can be selected as a line item in a Quote.

Warranty Period

A hardware warranty period can be specified for the stock item.

The available warranty durations are:

• 1, 3 or 6 months
• 1-10 years
• Lifetime

Warranty Terms

This text field is only displayed if a Warranty Period is specified for the Inventory Item.

The Warranty Terms will be added to the Warranty paragraph (if any) in a Quote Template

For additional information pertaining to the Warranty paragraph feature, please refer to the Quote Body article, Warranty section.

Unit Buy Price

The cost price paid for each unit of this item.

Unit Sale Price

The sale price for each unit of this item.

Average Buy Price

This field is only displayed once the new Inventory Item has been added. 

If one or more of the Inventory Items are in stock, the Average Buy Price will be calculated and displayed in this field. 

If the average buy price cannot be calculated (due to a lack of history), a ? (question mark) icon is displayed adjacent to the Average Buy Price field.

The Average Buy Price can be edited manually by pressing the edit (pencil) icon adjacent to the field. This feature allows for resolving exceptions, such as an unusually high or low one-off purchase price.

Tax (default GST)

Specify either GST (sales tax will be applied), or FRE (sales tax will not be applied).

Default Commission (default 0%)

The default commission paid to a salesperson, for this item.

This percentage can be overridden per salesperson in Users (Settings).

Category ID

The item can be assigned to a Category.

Categories can be created and modified in Inventory Item Type Categories (Settings).

Unit of Measure

If required, a unit of measurement can be specified for the item.

Modifying an Inventory Item

• Select a Manufacturer from the list displayed at the top of the settings screen
• Select an Inventory Item in the Select inventory item type to modify section
• Edit the available fields as required
• Press  Save to confirm changes

Deleting an Inventory Item

• Select a Manufacturer from the list displayed at the top of the settings screen
• Select an Inventory Item in the Select inventory item type to modify section
• Press  Delete to delete the Inventory Item

After confirmation, the Inventory Item is deleted, or, if there are items in stock, the item remains in the Inventory Item list, and is marked as Discontinued.