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| Field Name | Description |
|---|---|
| SKU | Stock Keepers Unit (see accounting terms) This is the primary name of an item for sale. It needs to be unique for each product. |
| Inactive | Check for items no longer used. Helps hide them from reports etc. |
| Short Description | What will appear on invoice description lines. Also can be helpful for searching. Product overview/summary. |
| Inventory Type | See table below |
| Full Price | The top price you sell at |
| Purchase Description | Description that appears on Purchase orders |
| Sales/Income Account | Income account that is effected by this item line |
| Inventory/Wage Account | Asset or COG wage account that is effected |
| Cost of Sales Account | COG account for item |
| Cost Method |
|
| Serialize Item | ???? |
| Item Cost | Price paid to vendor for Item |
| Creation date | Date item created |
| Last update | Date item last edited |
| Last entry Date | Date item last used in a transaction |
| Select Image (Remove) box | Set this box to remove an image |
| Select Image | image file name |
| Relative Image path | Path, relative to Phreebooks main image directory that the image is
in. Allows for subdirectories to organize images by category,
manufacturer,
etc. |
| Item Weight | Weight of the Item |
| Item_taxable | Sales tax applies |
| Minimum Stock Level | some reports flags this if you have below this amount of inventory. Along with lead time this helps manage inventory. |
| Reorder Quantity | Default amount to reorder |
| Preferred Vendor | Default Vendor for item |
| Lead Time (days) | Normal time to delivery for item - helps keep inventory available |
| Quantity on Hand | Stock on your shelf |
| Quantity on pO | Number ordered from vendor but not yet received |
| Quantity on Sales order | Number on sales order but not yet shipped. |
| Inventory Type | Description |
|---|---|
| Stock item | Something normally in stock. This with assembly, master stock, serialized, are accounted for in inventory
type accounts and calculated as part of the cost of goods sold. Typically these are physical things you can touch and don't expense. |
| Serialized item | something with a serial number. Allows for a serial number to be assigned to a received/sold item. i.e. car,
printer, washing machine, etc. This will all for tracking by serial number of your inventory items. |
| Master Stock Item | Item with attributes (color, size etc) to track each item yet keep them grouped together for reporting.
Master stock items have a special tab called Master Stock Attributes For an example, if we create a Master stock item called Hats we can create attributes on the mater Stock Attributes tab in Attribute1 Titled 'Size' with attribute id of LG with description as Large (LG-Large). We also create and SM-Small. For Attribute 2 we title it 'color' and create attributes of BL-Black and WT-White. The following SKUs get created:
All variations of the Master stock item start out with the same price, but after all the permeations show up and you can change the price on individual items. |
| Item Assembly | Is the combined items of multiple stock items that make up a larger item. In the demo, bare bones computer is an assembly, made up of cpu, motherboard, disk drive, etc. |
| Non-stock item | Things that are expensed, like office supplies, production supplies (perishable material). |
| Labor | Labor, service and charge item are very similar. Labor was meant for
charges such as in a auto repair shop where an hourly rate is charged.
Quantity 3,
transmission rebuild @$50/hr = $150.00. |
| Service | Things like delivery charge, where the rate is typically flat. |
| Charge Item | Could be used for charge for disposal fees, recycling charge, shop supplies,
etc. |
| Activity Item | This was intended to be used for manufacturing work orders, functionality to
be determined. |
| Description | Only add text to the invoice. I use it for comments on returns where I add an rma but the rest is pre-typed.
Can also be used as form comments that are used frequently like 'Drop ship on customer account'. |
There is a way to set up extra tabs - the tabs are called categories.
If you look at an inventory item you now have a Tab labeled custom.
Now, you will want to create your custom fields. The first example is to categorize inventory items - lets say you sell DVDs and a few CDs. We don't want to make this a fill in the blank field so only the CD class or DVD class is picked.
Now if you goto an inventory item, you can click on the custom tab and you will see the drop down list that defaults to DVD, but lets you also Select DVD or unclassified.
A second example would be a note field where you can put information like price history, or special things that need to be remembered about this item.
Instead of the dropdown-list we will use the text box. If you select html instead of text you can put a link to a help page as the default text and Put working links in your text. A text length of 512 might be appropriate.
Other Custom field Ideas
Phreebooks allows working with both tab and comma delimited files. There is a choice of single, double and none for text qualifier. If you, import/export with quotes as a text-qualifier, the quotes in the text are escaped by doubling them (" becomes "").
You can optionally use a header row.
To import or export a field, show needs to be yes for the fields you want to include. Press the edit next to the field and check the show box. You must have a SKU field as it is what uniquely identifies an item.
You can update the fields in an Item. Again you must have a SKU field in your file. The SKU and fields you are updating should be set to show = yes. If you import an item with a matching SKU, the fields you import replace the existing ones.
Similar to importing.
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