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Items

The “Items” directory contains products and services that are used in document lines (orders, shipments, invoices, bills, etc.).

Products and services — what is the difference​

Items are divided into two main types:

  • Products — material items that usually participate in inventory accounting.
  • Services — work and services that do not require storage and do not create stock.

The separation is needed to:

  • correctly perform inventory operations (if the inventory contour is enabled);
  • store product-specific attributes (e.g., weight, volume, country of origin — if used);
  • simplify selection in documents and analysis.

When to create a “product”​

Create a product if the item:

  • is received into inventory and/or shipped from inventory;
  • requires stock control, reservation, lots/serials (if used);
  • has physical characteristics important for logistics (weight/volume).

Examples: raw materials, components, finished goods, consumables.

When to create a “service”​

Create a service if the item:

  • is work/service and is not stored in inventory;
  • must not create inventory movements;
  • is accounted for in documents as a service (the quantity unit is “hour”, “service”, “job”, “shift”, etc.).

Examples: delivery, installation, repair, consulting, rent.

Before creating items​

It is recommended to fill in advance:

  • Units of measure (at least basic ones);
  • Categories if you plan to group items.

Item list​

The list typically shows:

  • Name;
  • ID;
  • Type (if used);
  • Category;
  • Unit of measure.

If archiving is available, use the “Active” / “Archived” filter.

Item card​

Typical fields:

  • Name;
  • Type (if used);
  • Full name (if maintained);
  • Category;
  • Unit of measure;
  • ID (can be filled automatically);
  • Reference (if used);
  • Description;
  • Archived.

Filling recommendations for products​

  • Make sure Category and Unit of measure are selected (e.g., “pcs”, “kg”, “m”).
  • If your configuration has Weight, Volume, Country of origin — fill them for products when those attributes are used in logistics, marking or reporting.

Filling recommendations for services​

  • Choose a unit of measure that reflects the service scope (e.g., “hour”, “service”, “job”).
  • It is convenient to include the delivery format/composition in the name (e.g., “City delivery”, “Installation (1 hour)”) so the service is unambiguous when selecting.

Comments and history​

If comments/history are enabled in the configuration, the card may contain a tab with comments and/or change history. This is useful for recording agreements and reasons for adjustments.

Maintenance practice​

  • Use a consistent naming style for active items.
  • If an item is no longer sold/purchased, archive it so it does not appear in selection for new documents.

Typical mistakes​

A service was created as a product​

As a result, the service may start behaving like an inventory item (e.g., stock expectations or incorrect logic in documents).

Recommendation: create a correct item as a service, switch processes to it, and move the incorrect item to Archived.

A product was created as a service​

As a result, you may miss stock control and inventory operations.

Recommendation: create a correct item as a product and use it in documents where inventory accounting is required.