Items
Items are the goods and services you buy and sell. An item's settings decide its price, its VAT, which accounts it posts to, and how its stock is tracked.
Open Inventory›Items. Select an item to see its details, stock and movements on the right.
Item types
| Type | Use it for | Stock |
|---|---|---|
| Inventory Item | Goods you buy and sell and keep in a warehouse. | Tracked |
| Service | Work, fees and charges, such as installation, delivery or consulting. | Not tracked |
| Inventory Assembly | Goods you make from other items, using a bill of materials. | Tracked |
| Fixed Asset Item | Assets you buy for use in the business, if your plan includes Fixed Assets. | Not tracked |
| Menu Item, Combo | Dishes and meal deals sold on the point of sale screen. | Through their ingredients |
Choose the type when you click New. Each type has its own form.
Add an inventory item
- Click New and choose Inventory Item.
- Choose the Category and, optionally, the Sub Category. The category fills in the default accounts, taxes and unit (see Item categories).
- Enter the Code, the Name and the Regional Name (for bilingual invoices).
- Fill in the tabs below and save.
General
| Field | What it means |
|---|---|
| Sales Description | Extra text for sales documents. |
| Base Unit | The smallest unit you count stock in, for example Piece. All stock is stored in this unit (see Units). |
| Price, Sales Tax | The normal selling price per base unit and its VAT template. |
| Cost, Purchase Tax | The usual purchase price and the VAT template on purchases. |
Accounts
The Asset Account (stock value), Income Account (sales) and COGS Account (cost of goods sold). They come from the category, or from the default accounts. Change them only if this item must post somewhere else.
Units
Turn on Has Multiple Units to sell or buy the item in other units too, for example a Carton of 24 pieces. For each Additional Unit enter the Pack (in Base Units), its own Sell Price and Barcode. Tick Purchase or Sales to make it the unit that purchase or sales documents start with.
Inventory
| Field | What it does |
|---|---|
| Tracking Method | Normal: only quantities.BatchWise: every receipt is a batch with its own number and expiry date, for food, medicine and other goods that expire. |
| Reorder Level | When stock falls below it, the item appears under Low stock items on the The dashboard. |
| Rack Position | Where the item is kept, for the store keepers. |
| Default Expiry (Days from Purchase) | For batch items: when a batch comes in without an expiry date, Fiscal sets it to the document date plus these days. 0 means batches have no expiry unless you enter one. |
| Best Before / Alert (Days before Expiry) | For batch items: Fiscal works out each batch's best-before date and alert date this many days before its expiry date. |
| Return to Stock on Sale Return | When off, a credit note for this item gives the customer credit but never puts the goods back into stock, for example for perishables. The cost stays in COGS. |
| Always Pick Batch Manually | For batch items: Fiscal never picks or creates batches by itself, even when automatic batch allocation is on in Preferences. |
| Costing Method | The company default, or Moving weighted average or FIFO for this item. A change applies from the day it is saved. Stock on hand keeps its average cost. |
Other
Part Number, Brand, Model and Make Year, for reference. The part number can be searched in the bulk editor.
Other item types
- Service: a shorter form with the price, the income tax and account, and an expense tax and account for when you buy the service.
- Inventory Assembly: like an inventory item, plus a Production Account and a Consumption Account, and Requires Packing. When that is on, what you produce stays Packing In Progress and must be finalised on the Packing screen before it can be sold or transferred.
- Menu items and combos: see Menu items, combos and screen menus.
The item details
Select an item to see:
- Overview: its settings, prices, accounts and the price lists it is in.
- Stock: opening stock and stock in hand per warehouse and batch, and what is in packing. For batch items, Change expiry date (all warehouses) corrects a batch's expiry.
- Transactions: every stock movement, with the document, warehouse, batch, quantity in and out, unit cost and running balance.
- History: who changed the item, and when.
Bulk edit
Click Bulk edit items (spreadsheet view) to change many items in a grid: category, sub category, code, name, regional name, barcode, part number, cost, sale price, reorder level, rack and active. Each change is saved as soon as you leave the cell or press Enter.
Import
- Click Import. Click Download Sample Template if you want a ready-made layout.
- Upload your Excel file (.xlsx), in any column layout.
- Match each Fiscal field to a column of your file. Fields marked * are required.
- Import. Rows that couldn't be imported are listed with the reason.
Merge two items
If the same product was created twice, select the duplicate and click Merge into another item…. Choose the item to keep. Both must have the same type, base unit and batch tracking. All stock, documents, units, prices and bills of materials move to the item you keep. The duplicate is deleted, or made inactive if you don't have the Delete right for items. Tick I understand that this merge cannot be undone to confirm.