Stock Items (SKUs)


Joined up, real-world model

If you keep any level of inventory you need joined-up visibility of both perspectives to manage your stock accurately and efficiently.

SKUs are represented as Stock Items in the system. These Stock items are joined-up models of the physical and accounting perspectives of an SKU. This is the optimal strategy for:

  • 100% accurate stock tracking

  • a high degree of process automation

Creating a new Stock Item

To create a new Stock Item go to Products/Services > Items and click 'Create New' from the Item List.

Stock Instance tracking

Only available if you are using the WMS.

You can use the warehouse management system (WMS) to model SKUs as instances. For example, Instances with a quantity of 1 can be tracked by serial number, and instances with a quantity greater than 1 can be tracked as Lots. Instances can store detail about themselves, i.e. Location, Purchased from, Sold to, Warranty, Service history, etc.

Because instances enable you to create a real-world representation of a physical SKU, you can track stock to the level of granularity you require to achieve the best possible optimization of your inventory management.

A stock 'Instance' represents the physical SKU at a particular location in your warehouse.

An Instance has a 'quantity' which allows it to represent either a single Item (quantity = 1) or multiple Items (quantity > 1) of the same type at a location. For example an Item with a serial number.

If the quantity is greater than 1 then all Items are 'identical'. For example, 32 cans of soup, all at the same location, all received from the same PO can be represented as an Instance with quantity 32. For example, a Lot. If we remove an Item from its respective Lot it becomes an instance but retains the Lot number of the original Lot.

If however, each iPad had a unique serial number this would have to be represented by 32 distinct instances with quantity 1 (each having the respective serial number assigned).

Units of Measure (UOM)

The system (including the WMS) enables you to model and track the quantitative relationships between Stock Units and their counterparts, Purchase Units and Sales Units.

Stock Item>Stock Tab>Units of Measure

Configure the relationship between:

Stock Units - enter a description to be displayed on the Document Line Item table that describes to viewers the name of the quantitative unit. For example, Each, Case, Pack, etc.

Purchase Units - enter the number of Purchase units that constitute a single unit of the Item. This can be a fraction, for example, 0.3, or an integer, i.e. 12.

Sales Units - enter the number of Sales units that constitute a single unit of the Item. This can be a fraction, for example, 0.3, or an integer, i.e. 12.

The system automatically calculates the results of transactions. For example:

Stock in units of 1, Purchase in units of 5, Sell in units of 2 would mean the configuration would be

Stock Units = Each

Purchase Units = 0.2

Sales Units = 0.5


The system’s accounting functions enable you to track the costs, sales, and value of your stock assets. The system uses the average cost method to track the cost of goods.

The system automatically keeps track of all stock ‘adjustments’ so it can dynamically calculate the stock's value. When you purchase stock, the system increases the stock value. When you sell the stock, the system automatically recalculates the value based on the unit costs.

See ‘Accounting

Customizable Instances and Item Masters

You can adapt instances to fit exactly with the business needs and go further to increase the detail and value of your insight into SKU lifecycles.

You can add custom fields and functionality to Item masters to store more data and do more with it.

Categories and Attributes

You can create and assign Categories i.e. Brand, Style, Genre, Product Line, etc, and Attributes i.e. dimension, color, capacity, volume, etc to Items.


You can track the entire physical journey of every instance of stock from intake to being received by a Customer.

The Stock manager tracks the Item’s journey through the Document workflows i.e. Purchase Order > Item Receipt > Purchase Invoice, > Sales Order > Shipment > Sales Invoice > Delivery note, and even transfer between Customers. See ‘Using the Stock Manager’

The WMS (warehouse management system) tracks the physical journey i.e. Goods In > Location > Pick > Pack > Staging > Skid/Pallet.

Status and availability

You can track the quantity, status, and availability, i.e. Allocated, On Hand, Free, Quarantine, Reserved, on Back Order, on Purchase Order, etc.

Lot Tracking

From the Lot List, you can view which Purchase Orders the Lots were received from and drill down on each Lot to view which Sales Orders the Items from the Lot were sold on, and therefore which customers Lots were sold to. You can also track Lot activity on RMAs.

Preferred Supplier

You can assign multiple preferred Suppliers to an Item, together with their respective minimum order quantity, lead times, and last cost.




The Item will no longer appear in the lookups. Unchecks the Active box

Show WMS Stock

Show SKU qty and location

Find>On Sales Orders (Allocated)

List Documents with this Item

Find>On Sales Orders (Not Allocated)

Find>On Purchase Orders (Not Received)

Find>On Purchase Orders (Not Billed)

Actions>New Stock Adjustment

Actions>New Stock Transfer

See Stock Transfers

Stock Item Fields

Use Ctrl-F and the field name to locate and review the field and description

Tab / Section / Field Definition

Sales / Prices: Key Information

Item Code

A unique alphanumeric identifier

Sales Description

Matrix Parent

Select an Item (see ‘is Matrix’)


For barcode readers. i.e. Item part # or UPC code. This will be printed on Order, pick, pack and ship documents.

Serial Number

Don’t use, check out the Warehouse Management System (WMS)

Item is Active

Is available for use on a new Document

Item is Sold

Is available for use on a Sales Document

Is Matrix

Check and save to make this ‘Matrix master

Commodity Code

Google commodity code for your respective country

Lot Number

not in use

Pricing Details

Unit Price

The base selling price

Sales Units

The sales unit of measure i.e. ‘each’ - see ‘Unit of Measure relationships’

Item Tax

The Item is taxable

Foreign Price

The default price commensurate with the customer’s default currency. I.e. if your base currency is USD and your customer pays you in CAD, then this is a fixed price for this Item in CAD.

Sales / Prices: Selling Information

Free text area

If you enter information here, and ‘i’ will appear on the Line Item when you add this Item to a Sales Document. Links and text allowed

Related website

I.e. a product page on your website

Cross/upsell information

Free text arearee

If you enter information here, and ‘i’ will appear on the Line Item when you add this Item to a Sales Document. Links and text allowed

Sales / Prices: Size and Weight

Dimension Units

i.e inches, centimetres etc




Weight Units

i.e lbs, kg, etc


Volume Units

i.e. lb/ft³ etc


Sales / Prices: Shipping Information

Item is drop shipped

Not in use

Pack separately

Info only

Weigh before shipping

Info only

Number of units per box

Info only

Shipping instructions

Info only

Purchasing/Costs: Key Information

Item is Purchased

Item can be used on Purchase Documents

Default Order Type

Standard, Drop Shipped or Special Order?

Purchasing/Costs: Costing details

Unit Cost

The latest purchase cost as manually entered by you.

Purchase Units

See ‘Units of Measure’

Item Tax

Tax code relating to Item or Item Tax option id. (USA only) taxable or not

Foreign Cost

The default price commensurate with the Supplier’s default currency. i.e. if your base currency is USD and your Supplier invoices you in CAD, then this is a fixed price for this Item in CAD.

Purchasing/Costs: Preferred Suppliers

The information in the list is used by these automations:

On Sales Order, Create Dropship Purchase Order, Create Special Order.

On Purchase Order Generator, ‘by Item’ and ‘by Order.’


Supplier name from Supplier List

Item Code

The Supplier’s SKU / Item code.


Unit Cost

The latest cost you manually added here


The current stock level for this Item

Minimum Order Quantity

Used for information and by the Purchase Order generator.

Average Lead Time (days)

Use on Docs

Available for use on Purchase Orders


The default used by the automations, e.g. Purchase Order Generators

Purchasing/Costs: Purchasing Information

Free text area

If you enter information here, and ‘i’ will appear on the Line Item when you add this Item to a Purchasing Document. Links and text allowed

Related Website

i.e the Supplier's product page

Purchasing/Costs: Reorder Levels/Site MOQ


Re-Order Level

For the corresponding site - Used by the Purchase Order Generator by Item

Minimum Order Quantity

For the corresponding site - Used by the Purchase Order Generator by Item / Order

Purchasing/Costs: Size and Weight

Dimension Units

i.e inches, centimeters etc




Weight Units

i.e lbs, kg etc


Volume Units

i.e. lb/ft³ etc


Purchasing/Costs: Delivery Information

Free text area

Text and Links allowed.

Stock: Current status and availability

On Hand

The total quantity you currently have in your warehouse, regardless of whether it is available for use or sale. It includes unallocated as well as allocated stock. You can allocate stock for: Assembly or disassembly.

Initial Valuation

The opening balance in the Stock Asset account for this Item. Only visible on the initial creation of the Item when the WMS is not installed.

On Sales Orders (Allocated)

The quantity of this Item allocated to Sales Orders.

Free Stock

Available for allocation i.e. on hand stock minus allocated stock

On WMS Kits

The quantity of Items assigned to Kits. Appears when WMS is installed.


Quantity of Items in stock, but not available for allocation or assignment. Appears when WMS is installed.

Average Cost

The average value of a stock over an accounting period.

On Sales Orders (Not Allocated)

This value does not affect Free or On hand stock values. It's just a pre-allocation value.


The qty required to fulfill open orders.

On Purchase Orders

The qty of this Item on Purchase Orders with a Document Status of ‘Open’ or Partially Received.

Stock: Stock Status by site

Site by site view of the current status and availability of this Item.

Stock: Units of measure relationships

See ‘Units of Measure

Stock Units

i.e. Each, Case etc

1 Purchase Unit =

i.e. 10

I Sales Unit =

i.e 1

Permit fractional Stock Units (WMSI)

Express the above as floating point numbers e.g. 1.30

Stock: Multi-packs

See ‘Multipacks’ . Appears when WMS is installed

Multipack name (WMSI)

Enter a descriptive name i.e. Six pack. Appears when WMS is installed

Barcode (WMSI)

The barcode for the ‘six pack’. Appears when WMS is installed

Stock Units (WMSI)

The quantity of SKUs in the pack e.g. 6. Appears when WMS is installed

Stock: Stock take information


Info only

Last Stock Take

Info only

Units counted

Info only

Stock Locations by Site

Classifications: Categories


A top-level key i.e. Manufacturer

Classifications: Attributes


I.e. the product color


I.e. red, amber, green

Auto description

Used by Matrix Items

Classifications: Class

Item Class

Classification for the item when it is put on the Line item, and used in the general ledger.


Image 1 thro 4

A placeholder for an uploaded image. Image size: email Images appear in the TAP.



where the income is posted on the general ledger (profit & loss)

Cost Of Goods Sold (COGS)

where the cost is posted on the general ledger (profit & loss)

Stock Asset

Where the asset value is posted on general ledger (balance sheet)


Customer Portal

Available in Portal Cart

Will display this Item in the TAP (Trade Acceleration Portal)

Shopping Cart Information

Cart Mapping

The cart it’s used on

Utility Fields

Price Impact

Contact support.


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