This topic covers the setup and use of the Items module.

Discover Items

• Get Started
• Items Setup
• Items Interface
  • Editing View

Get Started

Complete the following before attempting to use the Items module:

1. User access must be granted to access Items, navigate to Main Menu > Setup > Settings > Users > Select User > Items & Inventory > Items - Access allowed.
2. Items & Inventory Settings, navigate to Main Menu > Setup > Settings > General > Items & Inventory. See image below:

• Decimals used to display Inventory quantity (0-4) - This allows you to specify the amount of decimals used to display the Inventory Qty. You can use a maximum of 4 decimals (0.0000).
• Filter - Accounts that update Inventory (eg. '=2','in (1,2,3,)') - This allows you to apply a filter for Accounts that will update the Inventory.
• Item Costings - Enable automatic updates - If checked, Item Costing will automatically update.
• Item Costing - Transaction Type - This specifies the Transaction Type for Item Costings.
• Item Costings - Update... - This specifies the Item Costing field that will be updated.
• Setup Cost Update - This allows you to set-up a Cost Update.

Items Setup

The Edit Item Interface is used to create Items for your business. The Items module allows you to add Services as Items with unique Service Costing & Pricing functionality. All the Items created here will be listed in the Items module data grid.

Navigation

Main Menu > Items (Customisable Module Title) > Items > New

Main Menu > Setup > Items > New

1. Description - This is the name of the Item. This field will automatically populate when you complete the Type (e), Material (f) and Size (g) fields.
2. Code - Click on the ellipsis to generate an unique Code for the Item.
3. Unit - This specifies the base unit measurement of the Item.
4. Active - This allows you to set if this Item is active / available or not.
5. Type - Select the Type of Item from the drop-down list.
6. Material - Select the Material the Item is made from from the drop-down list.
7. Size - Enter the Size of the Item here.
8. Category - Functionality is included that allows you to view all Items for all Categories, rather than only per Category.
9. Sub Category - This Sub Category is related to the selected Category.
10. Customer - This shows what Customer the Item is linked to, if any.
11. Type filter - Item Types specify the Type of Item. The selection is as follows.
    • Component - This is the general type for all Items, used for reporting purposes mainly.
    • Material - This is the general type for all items. Used for reporting purposes mainly.
    • Service - This is the general type for all items. Used for reporting purposes mainly.
    • Entity - This is used for Entities that you don't sell, such as rental cars/trucks. More detail is covered in Item Entities.
    • Other - This is used for general Items that don't fall into the Material / Service type.
12. Tracking - Here you are able to specify the method of Tracking.
13. Resolve. The Resolve setting on Items will be copied when an Item added to a Transaction or to an Estimate - as long as the Resolve setting fits inside the range of Resolve settings for the Transaction Type. The Resolve options are:
    • Issue
    • Reserve
    • Purchase
    • Produce
14. Menu - The Menu button provides the following additional functionality.
    • View/Edit Images - This will open an Image side panel, allowing you to View or Edit Images uploaded to QuickEasy BOSEnterprise. simply click New to add Images to the gallery. See image below:

• View Item Summary - This will open the Item Summary.
• View/Edit User-defined Fields - This will open the User-defined Fields of the Item. Here you are able to View or Edit the User-defined Fields. See image below:

• View Audits - This will open the Audits module.
• Add to Inventory - This will add the Item to the Inventory. When an Item is added to the Inventory the Inventory tab (4) becomes available.
• Use Multiple Units - This allows you to use more than one Unit of Measure for the Item. Once you've clicked Use Multiple Units the Units tab (2) becomes available and a new row will automatically be added to the data grid.
• Change the default Unit - This allows you to change the default Unit.
• Edit Code - This allows you to edit the Item's Code.
• Edit Sub Category Lookup List - This allows you to edit the Sub Categories Lookup list.
• Save/ Restore Layout - This will save or restore the Layout.
• Restore Default Layout - This will Restore the Default Layout.

15. There are 8 tabs to further set-up the Item. See image below:

a. Image & Specs (More below)

b. Units

c. Costing & Pricing

d. Inventory

e. Estimating

f. Event

g. Accounting

h. Price History

a. Image & Specs

The Item's Image, Specification and Instructions can be loaded here for ease of reference, marketing purposes and internal use.

1. Image - A .jpeg image can be uploaded as a visual guide to assist Production. Simply right-click in the Image block and select Load to add an Image.
2. Specification - This rich text field is typically used on sales and promotional documentation. Click the Edit button for more text functionality.
3. Instructions - This rich text field is useful for internal use, such as providing manufacturing instructions.

b. Units

The Units tab is used to specify the Units of measurement for the Item.

1. Unit - This displays the Unit of measure.
2. X - This displays the amount of default Units (3) within the Unit of measure (1). For example a Bundle = 6 x default Unit
3. Default Unit - The default Unit of measure for the Item is displayed here.

c. Cost & Pricing

You can link a Costing (also known as the Bill of Material or BoM for short) to Items, as well as their Sell Price, or Pricing.

A linked Estimate can be created by right-clicking on the Costing record and selecting Create Estimate. If an Estimate has already been linked to the Costing, it can be opened by selecting Open Estimate from the popup menu.

A Barcode field is available on Items > Costings which means a barcode scanner can be used to add items to Transactions that use Supplier Prices or Estimated Prices.

In the Costing window, multiple Cost Prices can be loaded to an Item for different Suppliers, Units, or Quantities. Costing Items can be linked either to a Supplier or to an Estimate Item on a Costing Transaction.

1. Status - Default: Active. This is the Status of the Price. Only Active Costs and Prices will be available for selection on transactions and Estimates.
2. Supplier - Costing Items can also be linked to the Suppliers from which they can be purchased. The Adj% can be used to record the discount you typically receive. This means users are able to update the database with a Supplier's list price which will automatically be converted to your actual prices. When a Costing Item is added to a Supplier Transaction, the Supplier on the Transaction will automatically be set to the Supplier on the Costing Item - provided the Supplier on the Transaction is blank. If the price is linked to a Supplier, then the Supplier name will appear here.
3. Estimate - Costings are typically linked to an Estimate when the product is manufactured. The module used for Costings, is specified in Settings > General. If a Costing is linked to an Estimate, the Unit must be set to one of the Material Items Units. When an Estimate is updated, the Costing prices linked to the Estimate are also updated. Estimates that are linked to Item Costings, can not be deleted. When a Costing Item which is linked to an Estimate is added to a Transaction Type that uses Estimates, the linked Estimate will be added to the Transaction. If the price is linked to an Estimate, then the Costing Number will show here.
4. Cost Centre - This allows you to link an Item to a Cost Centre. This is also useful when creating Service Items.
5. Setup (Hr/s) - This applies to Services where a Setup time period applies to the Service.
6. Speed Qty - This indicates the Speed Qty.
7. /Hrs - The amount of time it takes to complete the Service.
8. Reference - This is where a Supplier reference, if any, will appear.
9. Unit - This shows the Unit of the Price.
10. VAT Type - This sets what VAT Type is applicable to the Price. These options are populated from the VAT Type setups.
11. Unit Price - This shows the Total Cost Price for the input quantity.
12. VAT - This specifies whether or not the Total Price (Unit Price) is excluding or including VAT.
13. / - Per Quantity. This shows what the Costing is per the specified quantity. Eg, paper may be supplied in batches of 1000 pages, so / would be /1000.
14. Adj % - This shows the markup on the cost price of the Item as a percentage.
15. Total (exc) - This is the Total excluding VAT and shows the Total Cost Price. This is calculated as follows: (Unit Price / Price Qty) + Adj%.
16. Min Qty - This shows the Minimum Quantity that can be ordered from this Supplier. If the Minimum Quantity is greater than 0, it will be applied when the Item is added to a Transaction.
17. Lead Days - This determines the number of lead days required for a Supplier to deliver new stock, or for a Work Order to produce new stock.
18. Status - This shows the Status of the Pricing. Only Active Costs and Prices will be available for selection on transactions and Estimates.
19. POS - This checkbox will specify if the Item Pricing is available on POS module.
20. Est - This checkbox will specify if the Item Pricing is available in the Estimating module.
21. Unit - This is the unit of the Item.
22. Set Cost - This is an estimated cost which is used for Estimating as well as for Inventory transactions. These could be set manually (Manual) or Auto which cascade from specific Costings (Auto Unit Costs) or from the Highest or Lowest costing.
23. Cost from - This allows you to specify where the application must source Costing from. When Cost from is set to Highest / Lowest, only the Active Costings are used. When a specific Costing is selected, it is used regardless of the Status of the Costing.
24. Cost Adj % - This is the markup of the Item's Costing as a percentage.
25. Unit Cost (exc) - This is the cost of the unit excluding VAT.
26. / - Per Quantity. This shows what the Costing is per the specified quantity. Eg, paper may be supplied in batches of 1000 pages, so / would be /1000.
27. Set Price - This is used when selling the product. These can cascade from the Cost (Auto) or directly from the Costings (Manual).
28. Price from - This allows you to specify where the application must source Price from. When Price from is set to Highest / Lowest, only the Active Costings are used. When a specific Costing is selected, it is used regardless of the Status of the Costing. You can choose from Cost Price, Lowest Costing, Highest Costing, or a specific Costing.
29. VAT Type - This allows you to select a VAT Type specifically for this Item.
30. VAT - This shows if the Item is priced VAT inclusive or exclusive.
31. Price Adj % - This is the markup on the Item's pricing, shown as a percentage.
32. Round - This allows you to round the Unit Price to the nearest specified amount.
33. Unit Price (exc) - This is the Unit Price excluding VAT.
34. Unit Price (inc) - This is the Unit Price including VAT.
35. / - Per Quantity. This shows the Price per the specified quantity.
36. Margin - This Indicates the margin.
37. Menu - The Pricing Menu button provides the following additional functionality:
    • Update 'Manual' Costs - This will update the manually entered Costs.
    • Update 'Manual' Prices - This will update the manually entered Prices.
    • Set 'Active' to 'Expired' - This will set the Status from Active to Expired.
    • Set 'Pending' to 'Active' - This will set the Status from Pending to Active.

d. Inventory

1. Location - Inventory Locations represent the different storage and work areas where stock items are kept. This functionality allows you to manage stock and replenishment levels for different Units and Locations. Items > Menu > Edit Locations.
2. Bin No. - This is the Bin No where the Item is stored in the warehouse / location.
3. Minimum - This is the minimum quantity that can be ordered from the Supplier.
4. In Stock - This shows how many inventory Items are in stock.

5. On Order - This shows how many units are on Order with Suppliers from a Purchase Order Transaction.

6. Reserved - This shows how many units are reserved by being linked to a Sales Order or a Work Order.

7. Available - This shows how many units are available for new transactions.

8. Unit Cost - This shows the unit's cost.

9. Auto update - This checkbox allows transactions / Status changes to automatically update the inventory count.

10. Active - This determines if this Item is still active and in stock, or redundant and in stock.

11. Add - This button allows you to add another Inventory Location.

e. Estimating

You can set the way that the Item renders on the Estimate on the Estimating tab of the Edit Item page.

1. Category filter - This is used to filter Items which can be added to a Component. A default value can be set for the Category filter when updating Items using the Classes interface.
2. Status - This shows the Status of the Item. These options are:
   • Inactive
   • Active
   • Active - Don't Adjust
   • Budget
   • Budget - Don't Adjust
3. Qty Type - This drop-down list shows what Quantity Types you can select for this Item.
4. Repeats - This field is used to specify how many repeats are required for this Item in the Estimate.
5. Waste % - This field is used to specify the default Waste percentage.
6. Round Up - This specifies what the Round Up value is.
7. Size - These fields specify the size of the Item. The Size functionality provides a way to measure the quantity of a Material or Service that is typically measured in Size, Area or Volume. The following size Types are supported:
   • Size - You can enter a Length, Area or Volume
   • Dia - You can enter the diameter of a circle
   • DxW - You can enter the Depth & Width of a rectangle
   • DxWxH - You can enter the Depth, Width & Height of a cube
   • C.Dia - The Diameter of a circle is extracted from the parent Component. The parent Component must be set to Type = Dia
   • C.D - The Depth of a rectangle is extracted from the parent Component. The parent Component must be set to Type =DxW or Type = DxWxH
   • C.W - The Width of a rectangle is extracted from the parent Component. The parent Component must be set to Type =DxW or Type = DxWxH
   • C.H - The Height of a cube is extracted from the parent Component. The parent Component must be set to Type = DxWxH
   • C.Area - The Area is extracted from the parent Component. The parent Component must be set to Type = Dia, Type = DxW or Type = DxWxH
   • C.Volume - The Volume is extracted from the parent Component. The parent Component must be set to Type = Dia or Type = DxWxH
   • C.Border - The Perimeter or Circumference is extracted from the parent Component. The parent Component must be set to Type = Dia, Type = DxW or Type = DxWxH
8. Add to Description check box - If this is checked, the Item will be added to the Description field.
9. Usage - This table can be used to list the Products in which the Item may be used, as well as specifying the quantity used in the Product. This is useful in cases where products are customised by adding options. Eg. You could select the RAM, HDD, etc. for a Computer based on the Usage table, to ensure compatibility with the Motherboard.

Currently the Usage is just a static table, mostly for use in Estimate Types.

f. Event

Events are Items that are linked to a Calendar Group and Resource that have a start and end date/time that automatically updates the Transaction Quantity based on the Event Type and setting the Quantity will in turn set the End Date/Time.

Event settings can be added or partially to Items in the Events tab and these will be copied to the Transaction when the Item is added. E.g., for a Hotel booking, you might only select the Resource Group (Rooms) and then select the Resource (Room A) after the item has been added to the Transaction. See image below:

1. Event Type - Event Types include:
   • Days - Qty is set according to Calendar days/part days - eg. Hotel Bookings, Excursions, etc.
   • 24 Hrs - Qty is set for every 24 hr/s or part thereof - eg. Car Rental
   • Hours - Qty is set by difference in hours from Start to End time. - eg. When Services are billed at an hourly rate.
2. Resource Group - This allows you to specify which Resource Group the Event is to access.
3. Resource -This lookup list is specific to the Resource Group.
4. From / To - This calendar functionality will calculate the start and end time of the Event. This can be specified at Transaction level, either in the Calendar or in the Transaction.
5. Duration - This is the total duration of the Event, this will be calculated from the From and To values.

Events functionality can be enabled in a Transaction Type checking the new Events setting - see Main Menu > Setups > Transaction Types > Use Events.

If the Transaction Types Calendar setting is checked, Events will be replicated to the Calendar and changes to the Calendar will be replicated back to the Transaction. See Main Menu > Setups > Transaction Types > Update Calendar. In the Calendar, the start and end Date/Times of Events can be changed. Events can also be moved to other Resources in the same group. See example image below:

g. Accounting

You can specify which Category and Account are updated by the Item on the Accounting tab.

1. Category - This specifies the Accounting Category for this Item.
2. Account - This specifies which Account is updated by this Item, relative to the Category that was selected.

h. Price History

The Price History tab gives you an Audit trail of changes made to an Item's Cost and Selling Price. This is presented by Date, User, Price Type, Old Price, New Price and Variance. See image below:

Items Interface

The Items module will display all the Items, in it's data grid, that has been created in the Items Setups. Here you are able to find and edit Items.

Navigation

Main Menu > Items > Items > View

Main Menu > Setup > Items > View

1. Data Filter - This allows you to filter the data displayed in the data grid by Category, Supplier, Location and Type.
2. Inventory Items - When the Inventory Items check-box is ticked, only Inventory Items will be displayed in the data grid.
3. Active - When the Active check-box is ticked the Item will be available in the Inventory.
4. Menu - The Menu button provides the following additional functionality:
   • Reset Data Filter - This will reset all data filters to All.
   • Default View - This is the default view displayed when the Item module is opened (image above).
   • Editing View - This will display the Item Editing View allowing you to edit any Item. See more below.
   • Edit Categories - This will open the Item Categories side-panel where you are able to edit the Item Categories. See image below:

• Edit Locations - This will open the Inventory Locations side-panel where you are able to edit the Inventory Locations. See image below:

• Auto Row Height - This will automatically adjust the row height for the best fit.
• Format Description - This function will convert all the Item descriptions to upper / lowercase.

You are able to open an Item's Setup from the data grid by simply double-clicking on the desired Item or by right-clicking on the desired Item and selecting Open Item. You are also able to view the Item Summary and Audits from the Items data grid.

Editing View

Navigation

Main Menu > Items > Items > Menu > Editing View > View

Main Menu > Setup > Items > Menu > Editing View > View

The Editing View allows you to modify existing Items.

The Editing View consists of 4 tabs:

1. Detail
2. Costing
3. Pricing
4. Est

1. Detail

The Detail tab allows you to edit the general details and Event settings of the Item.

1. Category - This allows you to filter the Items displayed in the data grid by Category.
2. Find - Here you are able to enter text relating to the Item you wish to find. Once you've entered a description or number in the text field simply click Find.
3. Data Grid - When the Detail tab is selected the data grid will display the general details of the Items.
4. Update Selected Items - This allows you to update the following of the selected Items:
   • Status
   • Category
   • Sub Category - The Clr check-box allows you to clear the Sub Category field.
   • Customer - The Clr check-box allows you to clear the Customer field.
   • Type
   • Tracking
   • Resolve
   • Inventory - The Detail tab also allows you to add or remove the Item from the Inventory by checking the Inventory - Add or Remove check-box.

5. Event Settings - This allows you to edit the selected Items Event Settings. You are able to edit the following settings:

• Event Type
• Group
• Resources - The Clr check-box allows you to clear the Resources field.
• From - The Clr check-box allows you to clear the From field.
• To - The Clr check-box allows you to clear the To field.
• Duration - The Clr check-box allows you to clear the Duration field.

6. Update - Once you've selected all the changes from the Update Selected Items and Event Settings fields simply click the Update button to apply the changes.

7. Clear - Clicking this button will clear all the fields that were set above.

2. Costing

The Costing tab allows you to edit the Costing parameters of the Item.

1. Category - Category - This allows you to filter the Items displayed in the data grid by Category.
2. Filter - This allows you to filter the Items Costing View data grid by the following filters:
   • All
   • Supplier Prices
   • Estimates
3. Supplier - The Suppliers Filter allows you to filter the data displayed in the data grid by a specific Supplier.

4. Data Grid - The data grid will display data relating to the Items Costing.

5. Update Selected Items - This allows you to update the following of the selected Items:

• Status
• Supplier - The Clr check-box allows you to clear the Supplier field.
• VAT Type
• VAT
• Currency
• Min Qty - The Clr check-box allows you to clear the Min Qty field.
• Lead Days - The Clr check-box allows you to clear the Lead Days field.
• Adj %
• Cost Centre - The Clr check-box allows you to clear the Cost Centre field.
• Setup (Hrs) - The Clr check-box allows you to clear the Setup (Hrs) field.
• Speed Qty and /Hrs - The Clr check-box allows you to clear the Speed Qty and /Hrs field.

When the Filter (2) is set to Supplier Prices additional fields as well as the Confirm button(6) becomes available (see image below):

• Price by %
• Unit Price
• Fixed Price

6. Confirm - The Confirm button will set the Date Updated field to the current date and the User Updated field to the logged-in User. The Confirm button is only available when Filter (2) is set to Supplier Prices.

3. Pricing

The Costing tab allows you to edit the Costing parameters of the Item.

1. Data Grid- The data grid will show data relating to to the Cost and Sell Prices of the Items.
2. Update selected Items - This allows you to update the following parameters of the selected Items:
   • Status
   • Min Qty - The Clr check-box allows you to clear the Min Qty field.
3. Cost Price - This will update the following Cost Price parameters:
   • Set Cost
   • Set Cost From
   • Adj %
   • Update "Manual" Costs - Costs that has been manually entered will also be updated if the Update "Manual" Costs check-box has been ticked.
4. Sell Price - This will update the following Sell Price Parameters:
   • Sell Price
   • Set Price From
   • VAT Type
   • VAT
   • Adj %
   • Round Up - The Clr check-box allows you to clear the Round Up field.
   • PoS
   • Est
   • Update "Manual" Prices - Prices that has been manually entered will also be updated if the Update "Manual" Prices check-box has been ticked.

3. Est

The Est tab allows you to edit the Estimating parameters of the Item.

1. Data Grid - The data grid will display data relating to the Items Estimating parameters.
2. Update Selected Items - This allows you to update the following parameters of the selected Items:
   • Status
   • Qty Type
   • Repeats
   • Waste % - The Clr check-box allows you to clear the Waste % field.
   • Round Up - The Clr check-box allows you to clear the Round Up field.
   • Size Type - The Clr check-box allows you to clear the Size Type field.
   • Depth - The Clr check-box allows you to clear the Depth field.
   • Width - The Clr check-box allows you to clear the Width field.
   • Height - The Clr check-box allows you to clear the Height field.
   • Size - The Clr check-box allows you to clear the Size field.