Item Records

Item Records

To access and Item Record, select Items from Inventory in the Navigation menu. The Item list, or item search screen will appear, displaying the top set of items.  

NOTE: See the Navigation section within this manual for more information on the use of the list screen. 


Select an item record by clicking or tapping the View (eye) or Edit (pencil in a square) button to the left of the item in the list.  To create a new item, click or tap the +New Item button located in the top left of the item list screen, or the New Record button in the top left of any item record screen.  

NOTE: The red X button is the button that is used to make an item inactive. It does not delete the item, but removes it from various lists and reports. This is useful when an item is no longer stocked, or has been discontinued.  The item will remain visible in this list until stock at ALL locations is zero (0).  

The item record is broken up into sections (panels) and tabs, grouped by types of the information.  These sections are: 
  • Item Master - The master information of an item is all of the key data, and is used when the item is added to a new location or copied for a new item. The base fields for an item, like SKU, description, department, category, master price, master cost, etc.
  • Aliases and Tags - the aliases are tags section contains all of the alias codes and the attribute tags for the item.
    • Alias codes are alternate identifiers for the item, like alternate barcode numbers, ISBN numbers, or alternate identifiers used within the business. These are very useful when items can be identified in multiple ways
    • Tags are ways the user may categorize or identify an item for reporting and other purposes. For example, if the user wanted to assign an item with a size, color, material, etc., these could all be set up as tags for detailed categorization of each item.
  • Item Details - the item details section is made up of several tabs, some of which do not appear based on use role, or type of item.





     The possible tabs are (detailed information is provided later in this section):

  • Location Details - This tab displays the important information related to the item for each location. Each location to which an item is assigned can maintain it’s own price, cost, on hand, on order, etc. This is where the user will view or edit this information.
  • Suppliers - The suppliers tab displays the suppliers (vendors) from which the item is available, along with the related supplier information, like specific cost, minimum pack quantity (MPQ), etc.
  • Item History - This is a report showing item sales information and other item movement history.
  • Item Links - If the item is linked to other items (kits, parent/child relationship, matrix, etc.) these links will be provided here for information and easy access.
  • Item Kits - If the item is a kit type item, this tab will be displayed and include information about the kit and it’s components.
  • Settings - This tab is only displayed in specific user roles, and contains item settings that pertain to all locations.
The Item Master section (panel) contains most of the item’s base data, including its master fields, like price and cost. Below is a list of each of the available fields (some may be hidden based on user role) and their purpose (listed top to bottom by column, starting with the leftmost column): 
  • SKU: Also known as Item Lookup Code or Item ID. This is a unique number or name (alphanumeric) to identify the item. SKUs can be automatically generated, as denoted by the Autogen is On or Off indicator, or they can be manually entered. This is a required field.  NOTE: if Autogen is enabled, the user cannot manually enter or edit this field. 
  • Barcode Number: Contains an optional barcode number or alternate SKU is alphanumeric.
  • Weight: Optional weight of the item for shipping purposes. Not required.: Dropdown field indicating to which location group the item belongs.  This setting controls various functions throughout the system, including user role access, location availability, etc. This field is required.
  • Department: Drop down field indicating to which department the item belongs. This field is required. See Departments and Categories for more information.
  • Category: Drop down field indicating to which category the item belongs. This field is required. See Departments and Categories for more information.
  • Item Type: Drop down field indicating the type of item. Options include:
    • Standard - Standard item with all basic information and tracks inventory.
    • Serialized - Items requiring the tracking of serial numbers on any movement (requires additional setup).
    • Kit - Items which contain various components that make up a kit or bundle to be sold as a single item. All items in the kit are depleted at the time of the sale, or at the time of building the kit.
    • Weighted - Items that carry a varied weight and require that the item be weighed at the point of sale in order to determine the price. The price and cost fields are per weight unit (lb, oz, etc.).
    • Non-inventory - Items, like services, which are not physically stocked, and therefore would not require an on hand, or other individual unit tracking. Non-inventory items are sold the same as any other item, and report quantity sold, etc., but no on-hand count is ever tracked.
    • Voucher - Also known as gift certificates or gift cards.
    • Coupon Item - Will represent a negative price at the point of sale when added to the transaction.
  • Barcode Format: Drop down field indicating the type of barcode to be printed from the system if barcode labels are printed for an item.
  • Description:  Base description of the item. This is the description that is used by default on all receipts, purchase orders, transfers, etc. The description can be up to 30 characters long and is a required field.
  • Sub Descriptions 1, 2, and 3:  These fields can be used as additional item descriptors for item categorization. They can also be used to display up to three different assigned tags (attributes). The field titles for these fields can also be modified to fit the need of each business. Some examples of this could be: Color, Size, and Type. i.e. Sub Description 1 = Blue, Sub Description 2 = Large, Sub Description 3 = Shirt. Reports can be created and filtered around these fields.
  • Manufacturer: This is a free-form field specifically designed to track the manufacturer or publisher of the product.  This field is not required.
  • Brand Name / Product Line / Style: Optional free-form field to track product information. Not required.
  • Ext Description: Free-form field with extended length to manage longer descriptions. Often used for storing eCommerce item description information. Not required.
  • Master MSRP: The manufacturer's recommended sale price.
  • Master Price: The corporate set master selling price of the item. This price is used as the default item price for when items are created. Each location can have it’s own price(see Item Details for more information). This is a required field
  • Master Cost:  The corporate set master cost of the item. This cost is used as the default item cost for when items are created. Each location can have it’s own cost (see Item Details for more information). This is a required field.
  • Margin: Calculated field showing the margin of the item based on current master price and cost.
  • Minimum Price: The corporate set master minimum price that the item can be sold for.
  • Maximum Price: The corporate set master maximum price that the item can be sold for.
    • Note: Minimum and Maximum price enforcement also requires cashier role setting to configure this feature.
  • Total Quantity: The sum of the quantity on hand for the item from all locations.
  • Unit of Measure: Drop down field indicating the default unit of measure of the item (Each, Case, Foot, Inch, etc.).
  • Weight: Optional weight of the item for shipping purposes. Not required.


The item details section contains various tabs.  Each tab will be discussed in detail below.
Here you can manage location specific information for the item record. Each location can manage it’s own key item information, like description, price, cost, min (reorder), max (restock), etc. The location details tab allows the user to view and edit specific information related to the item for particular locations, and add the item to other locations, or remove (make inactive) the item at existing locations, if needed.

To edit location detail information for the item, click or tap Edit Items.  The grid will change to an editable grid, and fields that can be edited with change to have a blue title.  To edit a field, click or tap the existing data in the field, and then enter the required edits. The field will turn light yellow after it has been updated, and the line will turn blue, indicating it has been updated. Changes are not in effect, however, until the item is saved.

The user can also do a Group Edit, which allows the editing of more than one location at a time. To enable a Group Edit, click Edit Items.  The button will then change to Group Edit.  This is useful if a price change (or other change) needs to be made to more than one location at a time. To do this, click or tap Group Edit (only available after entering edit mode in the location details tab).  The group edit screen will appear allowing the user to select the item location data to be edited (use must  select a location group or set of locations). Once the edits are complete, the user selects Apply Changes, and the item will be edited for the selected locations. The changes will not be applied to the database until the item is saved.




The supplier tab on the item details section includes the suppliers that carry the item and specific information related to the item from the supplier. 

Each item can have several suppliers, but only one of them can be the primary supplier. The primary supplier is the supplier that is considered when automatic ordering is used to create purchase orders, and is generally the supplier that is included in reports for the item. Purchase orders that are created for secondary supplier can include the item, but it must be added manually, rather than automatically. 
To add a new supplier, click or tap Add Suppliers. The add suppliers screen will appear.  Locate the desired supplier and click or touch Add Supplier next to their name.  The supplier will be added to the supplier list.  


NOTE: Newly added supplier's default to the Primary supplier, so please verify that your preferred supplier is set to primary before saving the item record. 


To remove a supplier from the list, simply click the red X button next to the supplier code. 


To edit the supplier information related to the item, click or tap the field to be edited, and enter the desired information.  The item must be saved in order to commit the changes to the database. 


The fields on the supplier record are: 

  • Supplier Code - This data comes directly from the supplier record.
  • Supplier Name - this data comes directly from the supplier record.
  • Reorder Code - This is the supplier’s reference or SKU from their catalog.
  • Min Order - This is the minimum quantity of the item the supplier requires in order to buy from them.
  • MPQ - This is the minimum pack quantity required by the supplier.
  • Supplier Cost - This is the specific supplier cost for the item.
  • Notes - Optional notes for the supplier / item.



Item History



The item History tab is a basic report of all actions taken on the item.  Including sales, transfers, purchase orders, and adjustments.  The report displays the date the action was taken, the type of action, the quantity change from the action, the location, the user who performed the action, as well as any order or transaction numbers associated to the action.  The order and transaction numbers will link directly to the order or transaction for more details.



Item Kit



An Item Kit is a group of items that can be sold together for a specific price.  For instance, I am selling a pool kit that includes a pool net (regular price of $29.99), water testing strips (regular price of $9.99), a tub of chlorine tabs (regular price of $32.99), and a branded pool towel (regular price of $15.99).  If bought separately, the cost of all the items would equal $88.96, but, if the customer buys the kit (a separate sku), they will get all 4 items for a reduced price of $75.99.  By creating a kit, the quantities of all the items included are updated when a sale or return is made.  This also allows the cashier to scan one barcode or sku, instead of 4.


Item Kit is only available when the Item Type is Kit.  Once the item master is created, you will click on the Item Kit tab, and Choose and Add Items.  A pop-up window will allow you to search by Sku, Description, Department, Category, Cost or Price, for the items you want included in the kit.  To add an item from the list, click the + to the left of the item.



Item Links



The item links tab on the item details section includes tag along item links, as well as substitute item links.  Each item can have a tag along item with a set quantity, and multiple substitute items.  


Tag Along Items 
When a tag along item is attached to an item record, that tag along item will be included on the point of sale transaction any time the main item is added. If the user has specified a quantity other than 1, that quantity will be included on the transaction.  To Add a Tag Along item,  click or tap the Tag Along Item Setup button and locate and select the desired item from the list. 


Linked Substitute Items 
A substitute item is used at the point of sale when or if the main item (the item to which the substitute item is attached) is out of stock. In this scenario, the point of sale application will display a list of substitutes for the item from which the user can choose. The substitute item(s) can be placed directly on the transaction from the substitute list.  To add a substitute item to the list, click or tap the blue plus button at the top left of the Linked Substitute Items section. The user will then locate and select the item(s) to be added as substitutes. Click Close to return to the item record. 






The item Settings Tab includes important settings related to the item record. Settings are global, meaning that the settings apply to all locations that carry it. 

NOTE: The settings tab only shows up if the user has the specific rights to view or edit these settings. 

The following settings are available on the settings tab:  

Item Settings

  • Active - When checked, the item is active and available. When unchecked, the item is inactive. Default is checked.
  • Item is Taxable - When checked, the item is taxable. When unchecked, the item will not be taxed at the point of sale. Default is checked.
  • Must Enter Price - When checked, the item will require that the user enter a price at the point of sale. This is used for items that have a varying price, and the price will not be known until it is presented at the point of sale. Default is unchecked.
  • No Quantity Entry at POS - When checked, changing the quantity at the point of sale is not allowed. Default is unchecked.
  • Item Not Discountable - When checked, item cannot be discounted at the point of sale. Default is unchecked.
  • No PO Placement Allowed - When checked, the item may not be placed on a purchase order.  This is used when items are in the process of being phased out. Default is unchecked.
  • Customer Required - When checked, a customer record is required at the point of sale when the item is included on a transaction. Default is unchecked.
  • Food Stampable - When checked, the item can be purchased using Food Stamps.

Item Messages

  • Item Message - Select the specific item message that will be displayed at the point of sale when the item is sold. The message appears to the cashier/user. Default is no message.
  • Message Frequency
    • Per Item - Message is displayed when each item is added (if the same item is added more than once, the message will appear for each time the item is added).
    • Per Transaction - Message is displayed once per transaction.

Label Settings

  • Item Default Label - When printing labels for the item, the label size and layout will default to the pre-made label selected here.  You can also change the default label to another designed label.

Commission Settings

  • Commission Type
    • Sales Rep Commission - When selected, item commissions are calculated based on the sales rep commission settings (on the sales rep record).
    • Item Commission - When selected, item commissions are calculated based on the following settings:
      • Commission Amount - Set amount of commission (in currency)
      • Commission Maximum - Maximum commission if calculated by percentage
      • Commission Off Profit (%) - Commission calculated by percent of profit
      • Commission Off Sale (%) - Commission calculated by percent of sale price

Allowed Edit Roles - Select the specific user roles that are allowed to access the item

Notes - Notes about the item 

Item Image - Select an image for the item. Click or Tap Upload Image, then select the desired image. Currently, only JPG and GIF image files of 200k or less are allowed.  Multiple images can be uploaded for a single item.   


Aliases and Tags



The aliases and tags section (panel) is pretty simple as it contains only two features; Alias SKU List and Item Master Tags.  


Alias SKU List 
An alias is an alternate identifier for the item by which an item can be referenced, searched, or sold. A single item can have an unlimited* number of alisas, but they must be unique in the system, since they are identifiers.

  • To add a new alias, enter or scan the reference number or name into the alias SKU list field, and click or tap Add Alias Sku.
  • To remove an alias, click to tap the X on the associated alias tag in the list.


Item Master Tags 
An item tags are categorizations or attributes by which an item can be referenced. An unlimited* number of tags can be added to a single item. Tags are used to filter, sort, or report on groups of items. Tags are created and managed under Admin in the Navigation menu. See the tags section under tools later in this document for more information on adding and editing tags. 

*Higher numbers of aliases and tags on item records may cause performance issues when searching or working with item records.


Creating a New Item


To create a new item, click or tap the +New Item button located in the top left of the item list screen, or the New Record button in the top left of any item record screen.  A blank item record will appear. 

Complete the fields on the item record, making sure to fill in all required fields which are shown in bold.  Some fields have a default, such as Item Type, Barcode Format, Unit of Measure, and Item is Taxable.  These defaults can be changed before saving the item. 


Save the Item by clicking or tapping Save. 

NOTE: By system default, the following fields are required: SKU, Description, Location Group, Department, Category, Item Type, Master MSRP, Master Price, Master Cost, and Unit of Measure.  These fields must be completed in order to save a new item. There may also be additional fields that are set to required by each enterprise. An alert message will be displayed if any required field is not properly completed before save. 


Making an Item Inactive


To make an item inactive, from the item list screen, click or tap the red box with a white X in it next to the item SKU to be made inactive. A message will appear asking to confirm that

the item should be made inactive. Clicking or tapping yes will mark the item as inactive.  The item will continue to be visible in the lookup until the quantity on hand at all locations reaches zero (0).   


NOTE: This does NOT delete the item, but instead hides the item from standard views and reports. To locate inactive items, use the Advanced Search option (see advanced search in this document) to search for inactive items. 


Uploading Item Images


Item images can be uploaded in the Item Settings tab or from the Item Lookup table.  To upload from the lookup table, click on the upload icon   next to the item you are adding an image to.  




From the Item Images window, you can upload images from your computer, or from a URL.  Multiple images can be added to an item, and can be labeled as Main, Thumbnail, Side and Front.  This allows you to identify multiple images for an item.  Once the images are uploaded, you can change the order of priority by clicking and dragging the image to the order you'd like them to appear.  Once complete, click SAVE.   



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