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Items

Items

Last changed in 04/01/2023

The items are essential elements in an organization's sales flow. When creating items, you must ensure a set of information necessary for the correct use of these elements.

Before creating items, you must ensure that all settings related to these entities are correctly performed in the area Setup.

Creating items

The Invoicing Engine allows to create sales items according to the company needs, ensuring updated and easily accessible information. If during the invoicing process it is necessary to issue a document including items that have not yet been created, you can still create them from the document.

It is important to define the sales channels the item will be available at on the app, as well as the corresponding price lists. You should, however, set up the different sales channels and correctly manage the price lists to ensure a balanced management of your business. Using price lists, you can also apply discounts by item.

When the item is no longer useful or sold by the company, you can eliminate it from the system as long as ithas not been used in transactions.

To create and delete items, follow these steps:

Creating items        

  1. Access Customers and Items | Sales Items;
  2. Click Create;
  3. On the tab General, insert on the field Item an identifying code;
  4. Fill in the field Description with the desired information;
  5. Fill in the remaining fields;
  6. On the tab Sales, insert the same Sales Unit defined on the tab General;
  7. On the field Tax Type, select the applicable tax type;
  8. Activate the checkbox Locked, if you wish that the item is not created in new sales processes;
  9. Select the Price List, the Price and the corresponding Item unit;
  10. In the area Sales Channels, select the channel you wish to associate to the item;
  11. Finally, click Save and New.

Deleting items

  1. Access Customers and Items | Sales Items;
  2. Select the item you wish to delete;
  3. Click the button Deletepresent on the lower left field;
  4. Confirm the presented message.

Note: You cannot delete an item that has already been used in transactions.

 

To ensure the internal organization of the items, you can also configure the items' alphanumeric sequences and establish a numeric order for all items created.

Duplicating or hiding items

To streamline the creation of sales items, you can duplicate an existing item and inherit all information from the original item. You should only perform this operation when the new item has very similar characteristics to an existing item on the system.

When the item is no longer useful or sold by the organization, but it is necessary to keep the item history, you can hide the item from the sales processes and disable the sales operations related to the item.

To duplicate and hide items, follow these steps:

Duplicating items

  1. Access Customers and Items | Sales Items;
  2. Select the item you wish to clone;
  3. Click the other options on the lower left corner and select the option Copy to New.

Note: If this option is active, you can perform the same process in all items or other records.

Hiding items

  1. Access Customers and Items | Sales Items;
  2. Select the item you wish to block;
  3. Click Edit;
  4. On the tab Sales, activate the checkbox Locked;
  5. Click Save.

Note: Even though the item is blocked for sales, you can use it for returns.

Changing batch prices

During the company activity, it is sometimes necessary to analyze and adjust sales conditions. To streamline this process, you can change prices for several items as a batch in three different ways:

  • Adding or subtracting a percentage from the price: this option allows to update the prices based on a percentage, that is, having a specific price as a base, you can add or subtract a value to the existing prices;
  • Adding or subtracting from an absolute value: this option allows to update the prices based on an absolute value, that is, having a specific price as a base, you can add or subtract a value to the existing prices.
  • Adjust the price manually for a specific item..

To change prices or price lists for several items, follow these steps:

  1. Access Setup | General | Change Sales Items Prices;
  2. Specify the Price List you wish to use;
  3. If you wish to only see items associated with the selected price list, activate the optionPrice list associated to the items;
    Tip: As an alternative, when deactivated, this option only presents items without price lists, allowing to associate them to a new list or define new batch prices;
  4. Select the option Percentage or Value on the field Type;
  5. Insert a positive or negative value to calculate the price on the field Value;
    Note: To insert a negative value, you must enter the sign – before the numeric value;
  6. Fill in all filters and click Apply;
  7. Select the item you wish to change the price on;
  8. Finally, click Change.
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