Creating inventory items

When creating an inventory item you have to enter an item number and a description, although it is recommended to complete the inventory item as thoroughly as possible.

How do I create an inventory item?

There are three ways in which you can create inventory items:

• Create them individually.
• Create them on the fly when creating a document like a sales order.
• Bulk import them through a CSV file.

Creating inventory items individually

Watch this video to see how to create an inventory item individually or follow the steps below it.

In order to be able to create inventory items a user has to have the appropriate user right.

Enable the user right by doing the following:

1. Navigate to System / Users and Passwords.
2. Enter (or select) the appropriate user in the User text box.
3. Enter the appropriate password, if required in the Password text box
4. Click on the Other tab.
5. Enable the Allow Creation of Stock Items user right.
6. Click the Accept button.

Navigate to the correct window

1. Navigate to Inventory / Stock Maintenance.

Create the item

1. Enter an item number in the Item Number text box.
2. Check that the following message box appears: The stock number does not exist – do you want to create it?
3. Click the Yes button.
4. Enter a name for the item in the Description text box.
5. Enter the code of the appropriate item type in the Item Type (0-4) text box.
6. Enter the unit cost in the Unit Cost text box.
7. Enter whether serial number tracking should be enabled for the item in the Serial Numbers (Y/N) text box.

Save the item

1. Click the Accept button.
2. Check that the following message box appears: WARNING: You have not entered the category – Do you want to accept it?
3. Click the Yes button.

Creating inventory items in documents

Watch this video to see how to create an inventory item in a document or follow the steps below it.

In order to be able to create inventory items in a document like a sales order, a user has to have the appropriate user right as mentioned above.

1. Enter the new item number in the ITEM NUMBER column.
2. Press Enter on your keyboard.
3. Click on the Create Stock button.
4. Enter the description of the item in the Description text box.
5. Enter the unit cost of the item in the Unit Cost text box.
6. Enter the rest of the item information if required.
7. Click the Accept button.

Importing inventory items

Watch this video to see how to create inventory items by bulk importing them or follow the steps below it.

In order to be able to create inventory items a user has to have the appropriate user right as mentioned above.

Download the template

1. Download the template at the bottom of this guide.

Create the CSV file

1. Complete the spreadsheet with the relevant item information.
2. Save the file as a spreadsheet in order to reference it later if needed.
3. Remove all headings, instructions and other tabs.
4. Save the file as a CSV file.
5. Close the file.

Navigate to the correct window

1. Navigate to System / Import Utilities / Stock Items / Import Stock Items.

Upload the CSV file

1. Tick the Overwrite Existing Stock Items checkbox if you want to overwrite any existing stock items.
2. Click the Open File button.
3. Select the appropriate file and click the Open file button.

Enter the grouping details

1. Click the Groups tab and enter the descriptions of any new groups, if required.
2. Click the Categories tab and enter the descriptions of any new categories, if required.
3. Click the Brands tab and enter the descriptions of any new brands, if required.
4. Click the Classes tab and enter the descriptions of any new classes, if required.

Import the items

1. Click the Accept button to import the inventory items.

Download the template here: