Item Creation and Editing Tutorials

How to Create an Item from Scratch

ℹ️ The Price History (tab) is an audit trail of all the changes made to the item's prices. The tab is automatically created and filled in.

1. Navigate to  Main Menu > Items > Items.

2. Click New (button).

3. Click Edit (button) on the top row.

4. How to Complete the Header Information

   1. Select a Status from the dropdown list. The options are Active, Review, or Inactive. Both Active and Review statuses allow the item to be used. 

   2. Type in a Description, Reference (optional) and Code (optional).

   3. Select a Category from the dropdown list of categories.

   4. Select a Sub-category (optional) from the dropdown list of subcategories.

   5. Select a Make from the dropdown list of makes (if applicable).

   6. Select a Model from the dropdown list of models (if applicable).

   7. Select a Type from the dropdown list of types.

   8. Select a Tracking option from the dropdown list of tracking options.

   9. Select a Resolve option from the dropdown list of resolve options.

5. How to Complete Image & Specs (tab)

   1. Click Edit (button) next to Note to open a text editor and type in any notes > Click Save (button) > Click Close (button) on the pop-up.

   2. Click Edit (button) next to Specification to open a text editor > Type in the specification details > Click Save (button) > Click Close (button) on the pop-up.

   3. Right-click in the section below Image and select Load from the context menu. The image must be located on the server. Alternatively, use a Snipping Tool to copy and paste an image. Images should be below 150 KB each to avoid database bloat.

      1. • Note: If you right-click and no context menu appears, click Edit (button) on the top row of buttons.

6. How to Complete Units (tab)

⚠️ The default unit is auto-created and cannot be deleted. You can only overtype it to change it to a different unit.

6. 1. By default, an each (ea) unit is created as a Base Unit (Inventory Unit).  To use a different default unit:  

      1. Overtype ea in the Unit column with the new unit.

      2. Click Save (button) on the top row, and the default unit will be changed.

   2. To add more Units:  

      1. Click Add Unit (button).

      2. Type in a unit in the Unit column.

      3. Type in the number of items that are part of a unit (e.g. If the Default Unit is kg, X = 1. If there is another Unit such as g, then X = 1000).

      4. Click the checkbox next to Stock Check if the item is held in stock and the stock is counted periodically.

   3. To choose a different Default Unit (Base Unit / Inventory Unit) : 

      1. Click the arrow next to Unit on the same row as Description. 

      2. Select a Unit from the dropdown list of units.

      3. Click Save (button) on the top row.

7. How to Complete Costing & Pricing (tab)

   1. Supplier Prices:

      1. Status: Set the price to Active or Inactive.

      2. Supplier: Select a Supplier from the dropdown list.

      3. RoE Override: Click the checkbox to allow the option to override the Rate of Exchange, if applicable.

      4. VAT Type: Select a different VAT Type.

      5. VAT Inclusive or Exclusive: Select whether the price is Exc (VAT exclusive) or  Inc. (VAT inclusive)

      6. Unit Price: Type in a Unit Price.

      7. Unit Quantity: Select a purchasing Unit.

      8. Currency: Select a purchasing Currency.

      9. Mark-up: Type in a percentage in the Adj (%) column if applicable to add that percentage to the cost price (e.g. 10) or if you receive a discount (e.g. -10).

      10. Total Unit (unit): The field is automatically calculated. Click Save (button) to recalculate it.

      11. Click Add Supplier (button) to add more Suppliers and edit them as needed.

      12. Click the arrow on Add Supplier (button) to add all the Suppliers in a particular Group that have not yet been added.  

   2. Pricing

      1. Status: Set the price to Active or Inactive.

      2. Est: Click the checkbox to use the price when Estimating.

      3. Unit: Select a costing Unit.

      4. Currency: Select a Currency.

      5. Cost Price: Select a Cost Price calculation. Options include Manual (enter a cost price manually), Highest Costing (the system automatically selects the highest of all supplier costs) Lowest Costing (the system automatically selects the lowest of all supplier costs) or the Supplier/s (select a specific supplier). 

      6. Cost Adj%: Type in a percentage to add that percentage to the cost (e.g. Landing Cost). 

      7. Unit Cost: Click Save (button) to automatically calculate Unit Costs; alternatively, enter a Unit Cost if Cost Price = Manual was selected.

      8. Quantity per Unit ( / ): Enter the number of units the cost covers (e.g. 1).

      9. Sell Price: Select a Sell Price calculation. Options include Manual (enter a cost price manually), Highest Costing (the system automatically selects the highest of all supplier costs), Lowest Costing (the system automatically selects the lowest of all supplier costs), Supplier/s (select a specific supplier) or Cost Price (selects the Unit Cost)

      10. VAT Type: Select a default VAT Type.

      11. VAT: Select whether the price is Exc (VAT exclusive) or  Inc. (VAT inclusive)

      12. Sell Adj %: Enter a markup by entering a percentage (e.g. 60). 

          • • Note: The percentage must be positive to add to the Cost Price or Supplier Price. 

      13. Round: Type in an amount (integers only) in the Round column to round the Selling Price (e.g. 10)

      14. Unit Sell: If Manual was chosen as a Sell Price, type in the Unit Selling price, else the Sell Price will be automatically calculated when you click Save (button).

      15. GM%: This field is automatically calculated. The gross margin (GM)  is the percentage of the sales price you will earn as a profit.

      16. To add more Cost/Sell Prices:

          • Click the Add Cost/Sell Price button.

          • Click the arrow on Add Cost/Sell Price (button) > Add All Units to add a line for every Unit.

          • Right-click any price and select Copy Price from the context menu. Edit the fields as needed.

8. How to Complete Inventory (tab)

   1. Click Add Inventory Location (button) and select an option from the dropdown list.

      2. • Note: If the Add Inventory Location button is greyed out, click the checkbox next to Inventory in the header.

   2. Edit the fields as needed:

      1. Status: Choose Active or Inactive.

      2. Bin No.: Type in a Bin Number or select a bin from the dropdown list (if available).

      3. Min Qty: Type in the Minimum Quantity you want to keep in stock. This field is required to use the Replenishment Report.

      4. Unit Cost: Type in the Unit Cost (initially only). This field will be automatically updated depending on the Inventory Setting selected.

      5. Auto update checkbox:  Click if you want the inventory prices to be automatically calculated.

Note: The fields not listed here are automatically filled in and not editable.

9. How to Complete Estimating (tab)

   1. Category filter: Allows you to create rules of when to include the item in estimating.

   2. Status: Select a status for the estimate from the dropdown list.

   3. Qty: Option to set and multiply the quantity with various fields available on the dropdown list.

   4. Waste %: Type in a percentage to include a portion of the material that is wasted during production (e.g. off-cuts).

   5. Round Up: Type in an integer to round the estimate to that price.

   6. Size (mm): Type in the dimensions in the fields provided as follows Depth x  Width x Height.

   7. Weight: Type in the weight and select the weight measurement from the dropdown list next to it.

   8. Description: Select if the item's description must be included in the estimate header from the dropdown list. Options are:

      1. N/A: The Description is not included in the estimate.

      2. Description: The Description is included in the estimate description.

      3. 1 x Description: The Quantity and Description are included in the estimate description.

10. How to Complete Event (tab)

Note: This tab is only applicable to certain industries such as hospitality.

10. 1. Event Type: Select Hours, Days (working day) or 24 Hrs.

       2. • Note: If you select N/A the other fields are unavailable.

    2. Resource Group: Select a Resource Group from the dropdown list. 

    3. Resource: Select a Resource from the dropdown list.

    4. From: Select the Start Day and Time of the event.

    5. To: Select the End Day and Time of the event.

    6. Duration: Click Save (button) to automatically fill in the duration based on the Start and End Times or type in the duration.

11. How to Complete Accounting (tab)  

Note: This tab is only used if you require items to be allocated to specific general ledger accounts (including Sales, Cost of Sales & Inventory). These settings will override Transaction settings.

11. 1. Click Add Accounting (button).

    2. Category:  Select an Accounting Category from the dropdown list.

    3. Account: Select an Account from the dropdown list of accounts that are in the selected Category.

12. How to Complete Costing (tab):

    1. Select a Type from the dropdown list next to Popup (button). Options are: 

       2. • All

          • Assembly

          • Material 

          • Service

    2. Click Popup (button) to open a list of Items of the selected Type.

    3. Select an Item on the popup and click Add (button).

       2. • Note: You can also search for an item and click Add (button).

    4. Continue to add all the Items that form part of the Costing.

    5. Edit the Quantities of the added items.

    6. The Unit Price and Total Cost are automatically filled.

       2. •  Note: If you need to change the Unit Price, right-click the Item and select Open Linked Item from the context menu.

    7. Change the Status.

13. How to Complete Dependencies (tab)

ℹ️ Dependencies are part of assemblies and used when several items are needed to create a unit. For example, if you bake a cake, you will first need all the ingredients before you can use the mixer. The mixer therefore depends on the ingredients being in stock and available. Further down the line, the icing station will depend on the cake being baked and cooled.

See Costings for more information.

13. 1. Click Actions (button) and select one of the options:

       1. Set Costing Status to Draft: Changes the Costing Status back to Draft so it can be edited.

       2. Remove from Assemblies: Removes the Item if it was previously added.

       3. Add to Assemblies: Adds the Item to an Assembly (select an Assembly from the list).

       4. Add to Assemblies (Option): Adds the Item as an option to an Assembly.

       5. Add to Assemblies (Replace Item): Will replace the Item selected as part of an Assembly. 

14. How to Complete Attachments (tab)

    1. Click Add Attachment (button).

    2. Type in a Description.

    3. Select a Type from the dropdown list.

    4. Type in a web URL to obtain the resource, or 

    5. Click Menu (...) to browse your server and select a file to upload (optional).

    6. Click Save (button). 

    7. Click Close (button) after all the attachments are uploaded.

15. How to Complete Assets (tab)

ℹ️ This tab only appears if a Class and Category are setup for Assets.

Although the form now provides for depreciation, the functionality to automatically calculate and enter depreciation, is still pending.

15. 1. Select an Asset Type from the dropdown list (e.g. Machine, Equipment, Vehicles).

    2. Select a Location from the dropdown list of locations.

    3. Serial No.: Type in a serial or identification number for the asset.

    4. Reg No.: Type in a registration or additional identification number for the asset.

    5. Sizes & Weight:

       1. Type in the Dimensions in mm in the blocks provided for size. These dimensions do not appear in the reports, only on this tab. 

       2. Type in a Weight in kg in the block provided next to Weight.

    6. Dates:

       1. Select a Manufactured Date using the calendar.

       2. Select a Purchased Date using the calendar.

    7. Meter Data:

       1. Click the checkbox to enable Meter Data (e.g. click the box if you charge a vehicle for the mileage used, or a photocopier machine for the number of copies made).

       2. Select a Unit from the dropdown list of units

    8. View Meter Data: Navigates to a screen where you can input and view meter data for the asset.

    9. Depreciation:

       1. Select a Type from the dropdown list. The options are:

          • Straight Line: Depreciation is calculated on the cost price and recorded in equal instalments over the life of the asset. 

          • Reducing Balance: The asset is gradually depreciated based on its Net Book Value (Cost less Accumulated Depreciation). The depreciation expense reduces every year.

       2. Periods: Type in the number of months or years over which the asset must be depreciated in the first block. Select Months or Years in the second block.

       3. Select a Purchase Date using the calendar.

       4. Type in the Purchase Value in the block provided. 

          • If VAT was claimed, the Purchase Value excludes VAT.

          • If VAT was not claimed, the Purchase Value includes VAT.

       5. Select a Start Date for the depreciation calculation using the calendar.

       6. Type in a Start Value in the block provided.

          • Note: The Start Value will equal the Purchase Value, unless you are starting BOS Enterprise with existing assets that have already been depreciated. In this case, the Start Value will be the asset's Net Book Value.

    10. Accounts:

        1. Select an Asset account from the dropdown list of accounts where the purchase value of the asset will be recorded (e.g. Motor Vehicles NBV > Motor Vehicles @ Cost).

        2. Select a Depreciation (Asset) account from the dropdown list of accounts where the Accumulated Depreciation of the asset will be recorded. (e.g. Motor Vehicles NBV > Motor Vehicles Acc. Depr.).

        3. Select a Depreciation (Expense) account from the dropdown list of accounts where the depreciation cost of the asset will be recorded. (e.g. Depreciation Expense).

How to View an Item's Price History

1. Open an Item.

2. Click Menu (button) > Set Tabs > Price History.

3. Navigate to Price History (tab).

4. View a list of Transactions that have affected the price of the item.

5. Additional functions:

   1. Right-click any Transaction and select Open Transaction from the context menu to view the original transaction.

   2. Select the entries you want to delete, and click Delete (button). Confirm the deletion on the popup. (This feature is useful if a mistake was made on a transaction and you do not want that mistake to affect your prices.)

How to Copy an Item with Costing

1. Navigate to  Main Menu > Items > Items.

2. Right-click the item you want to copy and select Copy Item (Complete) from the context menu.

3. Edit the copied item as needed. (See How to Create an Item from Scratch for more information about the fields.)

How to Copy an Item without Costing

1. Navigate to  Main Menu > Items > Items.

2. Right-click the item you want to copy and select Copy Item (Excluding Costing) from the context menu.

3. Edit the copied item as needed. (See How to Create an Item from Scratch for more information about the fields.)

How to Edit an Item

1. Navigate to  Main Menu > Items > Items.

2. Right-click the item you want to edit and select Open Item from the context menu.

3. Click Edit (button).

4. Make any changes as needed.  (See How to Create an Item from Scratch for more information about the fields.)

How to Format Item Descriptions

1. Navigate to  Main Menu > Items > Items.

2. Select the item(s) you want to format. (Use Ctrl + left click to select several items).

3. Click Actions (button) > Format Descriptions.

4. Confirm that you want to format the descriptions.

   • Note: Every word of the description will start with an uppercase letter, and the rest of the word will be in lowercase. 

How to Update a Batch of Records (Batch Update) in Default View

1. Navigate to Items (Default view).

2. Select the Item(s) you want to format. (Use Ctrl + left click to select several items).

3. Click Actions (button) > Batch Update

4. Select one of these options to change and supply the information in the block next to it:

   1. Category: Changes the items' Categories to the selected category.

   2. Clear Image: Deletes the Image from all the selected items.

   3. Costing: Changes the Status of the items' Costings.

   4. Customer: Changes the items' Customers to the selected customer.

   5. Entities: Changes the items' Entities to the selected entity.

   6. Inventory: Changes the Inventory checkbox to be either ticked (inventory item) or unticked (not an inventory item).

   7. Make: Changes the make (of machinery, equipment etc.), linked to the item, to the selected Make.

   8. Model: Changes the model (of machinery, equipment etc.), linked to the item, to the selected Model.

   9. Reference: Changes the items' Reference to the new reference typed in.

   10. Resolve: Changes the existing Resolve option to the selected resolve option.

   11. Status: Changes the items' Status from Active to Inactive or vice versa.

   12. Sub-category: Changes the items' Subcategories to the selected subcategory.

   13. Supplier: Changes the items' Suppliers to the selected supplier.  

   14. Tracking: Changes the items' Tracking Options to the selected tracking option.

   15. Type: Changes the items' Type to the selected type.

5. Click Update (button).

6. Confirm the change on the popup.

How to Update a Batch of Records (Batch Update) in Estimate View

1. Navigate to Items (Estimate View): Menu (button) > Estimate View.

2. Select the item(s) you want to format. (Use Ctrl + left click to select several items).

3. Click Actions (button) > Batch Update.

4. Select one of these options to change and supply the information in the block next to it:

   1. Caption: Changes the costing's caption to the new Caption typed in the block.

   2. Depth: Changes the depth to the new Depth typed in the block.

   3. Description: Options to select if the item's Description appears in the estimate. Options are:

      1. N/A: Does not appear.

      2. Description: Will appear for every iteration of the item.

      3. 1 x Description: Will only appear once.

   4. Height:  Changes the height to the new Height typed in the block.

   5. Qty: Changes the quantity to the new Quantity typed in the block.

   6. Qty Type: Changes the Quantity Type to the new type selected from the dropdown list. Options are: 

      1. Fixed: Fixed quantity

      2. x:  Costing is multiplied by the number of items (x) produced. 

      3. x Size: Quantity is calculated based on the size of the item.  

      4. / : Quantity is set per unit.  

      5. x Hr/s: The number of items that can be produced in an specific timeframe.

   7. Round Up: The integer the costing must be rounded up to that is typed in the block.

   8. Status: Changes the Status of the costing to the new status selected from the dropdown list. Options are:

      1. Inactive

      2. Active

      3. Active - Don't Adjust

      4. Budget

      5. Budget - Don't Adjust

   9. Waste %: Changes the percentage of items wasted during production to the percentage typed in the block.

   10. Width: Changes the width to the new Width typed in the block. 

5. Click Update (button).

6. Confirm the change on the popup.

How to Update a Batch of Records (Batch Update) in Assets View

1. Navigate to Items (Asset View): Menu (button) > Asset View.

2. Select the item(s) you want to format. (Use Ctrl + left click to select several items).

3. Click Actions (button) > Batch Update.

4. Select one of these options to change and supply the information in the block next to it. For an explanation on the options, see Assets Views.

How to Update the Checklists

If Checklists were updated in the settings, it should be updated in the Items module too.

1. Navigate to Items (Default View).

2. Select the Item(s) you want to change.

3. Click Actions (button) > Update Checklist.

4. Confirm you want to update the checklist.

How to Adjust Inventory Quantities

ℹ️ This function allows users to amend the inventory quantities without doing a Stock Check.

1. Navigate to Items (Default View).

2. Right-click the item you want to change and select Item Dashboard from the context menu.

3. Click Actions (button) > Adjust Inventory Quantity.

How to Import Records from Online Library

1. Navigate to Items.

2. Click Actions (button) > Online Library.

3. Click Connect (button).

4. Select an Online Category from the dropdown list at the top.

5. Click View (button).

6. Select a Category and Supplier from the footer.

   • Note: If the Category or Supplier does not exist, they must first be created before the import can be completed.

7. Select the records to import (use shift + left click for continuous records, or Ctrl + left click for random records).

8. Click Import (button).

9. Confirm that you want to import the record.

10. Accept the disclaimer. 

11. A pop-up will show the status of the import. Click Ok.

Related Topics

• Reference: Online library

• Reference: Items

• Reference: Item Categories

• Reference: Item Classes

• Reference: Item Creation and Editing

• Reference: Item Customisation

• Reference: Item Locations

• Reference: Item Views

• Tutorial: Items

• Tutorial: Item Categories

• Tutorial: Item Classes

• Tutorial: Item Creation and Editing

• Tutorial: Item Customisation

• Tutorial: Item Locations

• Tutorial: Item Views