Create, edit and delete Items

Items are the goods and/or services that you sell to your customers.

There are two types of masterfile records that are available for items.

  • Item Categories
  • Items

You also have the option to renumber your item codes in Accounting.

Item Categories

If you want to, you are able to use item categories to group your items. This is done mainly for reporting purposes. You can use item categories to group your items by range or supplier.

You do not have to create item categories for your stock. You can start or stop using item categories at any time, but you cannot delete an item category if there are items linked to it.

Item categories are set up by clicking on the Items…Lists…Item Category option. In this screen, you are able to edit or delete categories by clicking on the links for each category.

To create a new category, click on the Add Category button and then enter the name for the new category in the window that opens.

Creating Items

In this function, you maintain records for the goods and/or services you sell to your customers. You cannot sell anything to customers unless you have items.

You purchase items from suppliers, and you sell items to customers. You can view sales and purchase statistics, so you know how many units you are buying and selling each month, and their values.

You can access this function by selecting Items…Lists…List of Items.

To create a new stock item, you will click on the Add an Item button.

At the top of the New Item screen, you will enter and view information about the item.

It is very important that you select the correct Item Type for your item – whether it is a physical item or a service item.

You use service items to sell maintenance contracts, consulting hours and so on. You can also use them for postage / delivery costs.
For new items, you can enter opening cost and quantity values.

To skip between the master files, click on the next or previous links.

There are nine tabs on the items screens.

  • Details
  • Price Lists
  • Activity
  • Notes
  • User Defined Fields
  • Purchases Graph
  • Sales Graph
  • Sales vs Purchases Graph
  • Picture

The Details Tab

In the Details tab, you enter the exclusive or inclusive selling prices. You are able to enter your own purchase or selling prices on documents when you process them.

You can enter additional information in the Unit field for example a unit of measure for the item.

Select the sales or purchases account from the fields available.

As soon as you enter your inclusive or exclusive amounts, Sage One Accounting will automatically work out the GP% as well as the GP Amount per item.

The Price List Tab

Under the Price List Tab you can set specific prices for each additional price list that you have set up:

The price lists must be set up in the company settings before it will display under the Price Lists tab.

The Activity Tab

The Activity tab displays the opening balance value and the value of any adjustments that have been made. It also displays the total values for customer and supplier invoices, customer and supplier returns and the quantity of stock on hand. Below is an example of an activity tab for an item that has transactions.

Click on the detail link to view a detailed activity sheet of the item. Below is an example of the Tax Invoices detail screen:

The Notes Tab

In the Notes Tab, you enter notes for the item. If you are creating a new item, the tabs will open on the Notes tab since there is no activity for the item as yet. If you create a note without entering an action date, the system date, or entry date, will be used as the Action Date. Notes display in the Dashboard until they have been marked as completed.

You can also add attachments by clicking the button.

Individual files may not exceed 2 MB in size. A maximum of 5 attachments per note or transaction can be added.

The User Defined Fields Tab

In the User Defined Fields Tab, you can enter additional fields. If you have defined the names of the fields in the User Defined Fields function, you can enter the specific information here.

The Sales Graph and Purchases Graph Tabs

In the individual Sales and Purchases Graph tabs, you can see sales and purchase activity in a graph format on each tab. You can drill down to transactions by clicking on the bars in each graph.

The Purchases vs Sales Graph Tab

In the Purchases vs Sales Graph tab, it will display your Purchases and Sales on one graph. This will enable you to compare buying and selling patterns per item and, over time to develop more efficient buying practices.

The Picture Tab

In the Picture tab, you can add a picture of the item. The picture will be saved on the Accounting Document Store. The supported file formats are .jpg, .tiff, .gif, .png, and .bmp.

Click on the Add Picture button to add the picture.

To edit an item, click on the Actions option on the item line and select the Edit option or you can click on the green item code link.

To delete an item, click on the Actions option on the item line and select the Delete option.

Other Bulk Actions

Accounting allows you to update certain fields on the item masterfiles in bulk without having to edit one item at a time:

Check all the items that you want to update and click on the Update button:

Once you made the change, click on the Save button.

Mark As Active/Inactive

You can also set items as active or inactive in bulk. Check all the items that you want to update and click on the Mark As Active/Inactive button

Renumbering your item codes

Accounting has the option that you can renumber your item codes.

To access this function, select the Items…Special…Renumber Item Codes option.

Enter the new item code in the New Item Code field and click on the Renumber Item Codes button.