This tutorial will go over how to use Items/Inventory in your account. The items will have a dollar amount assigned to them, and can be added to your Jobs to build the invoice. To view your inventory list, please click on the Accounts button on your main menu, and then click on Inventory. Your inventory list should be empty unless you have already imported or added items on your own:
To add an item to your inventory, click the orange "Add Item" button. This will bring up a small window with all the available fields that you can fill out to keep a record of each item.
This section is where you keep the basic information for the item. The Item Name, Part Number, and Description are the most frequently used. These three fields are also most likely to be customer facing. Sales Account Code and Asset Code are more for your own records.
This section is where you configure the Settings for this item. You have the option to set this item as an inventory item by checking off "Set Inventory". This will enable stock for this item, allowing you to track a finite amount of this particular item. Checking off "Set Discount" will allow you to discount this item when adding it to a job. "Set Active" is how you can deactivate this item, making it invisible in your system. The Supplier drop down will allow you to select which one of your suppliers you receive this item from.
Price and Tax Details
Here is where you can enter in the most important pieces of information for your item. Your Supplier Cost is how much the item costs you to purchase from your supplier. The Markup % is the amount that you will increase the Supplier Cost. This results in your Price Each (excluding Tax Rate). If you want to apply a tax rate to this item, simply select the tax rate from the drop down, and the new total will be automatically calculated for you.
Item Tags are a great way to categorize your items into groups. A "tag" would be the name of the group such as "Service Charges" or "Parts". You can select one or more tags for each item. Later, when searching for items, you can filter your items by tag, so searching through your item list is fast and simple!
Warehouses are another way to group your inventory items together. You assign items to live in specific warehouses to separate them. Then you must assign a fieldworker to that warehouse to grant them access to the items. Be careful however: When a fieldworker is assigned to a warehouse, he or she will only be given the items stored in that specific warehouse. They will not be able to add items to a job that are not stored in that warehouse.
Modifying the Columns
To customize your Items List, you can modify the size of the columns by clicking and dragging on the edges of the column headers. Adjust each column width so that you can see all relevant information. Additionally, you can modify which columns are visible. Simply hover over one of the column headers with the mouse. You will see a small, black, upside down triangle appear, click on it. From here you can sort the list ascending or descending by this row. If you go to "Columns", you will see a list of all the possible columns. Check off which ones you want to appear, and un-check the ones that you want to be invisible: