Cloud ERP by Business Layers

Item Guide — Item Card

Site Admin Guide: How to Create an Item, Set Its Price, Image and Categories, and Access Its Inventory, Suppliers and Bill of Materials.

What the Item Card Does

The item card is where every product, part or service is defined: name, full description, type, status, cost, sale price, depreciation, lead time and image. Each item is assigned an automatic SKU when first saved.

From the item card, access everything related to it: inventory by location, suppliers, variations, media and specifications, and bill of materials. Items defined here are selected in purchase orders and sales documents.

What Item Management Includes

  • One card for each item, with an automatic SKU.
  • Quick search by name or SKU, and navigation to the previous or next item using the arrows.
  • Cost and sale price - the sale price is suggested automatically based on the cost.
  • Main image with crop, rotate and zoom before saving.
  • Up to 8 free-form categories per item for filtering and reporting.
  • Inventory by location, suppliers and media - directly from the card.
  • Printable or shareable Data Sheet.

Sections Below the Card

inventoryInventoryQuantity of the item at each location, and its cost. Click to open the Inventory screen.
item contactsSuppliersSuppliers linked to the item. Click to open relationship management.
item optionsVariationsManage versions of the same item, such as color or size.
item mediaMedia and SpecificationsAdditional images and documents for the item, with a description for each.
menu bomBill of MaterialsWhat the item consists of - components and quantities.
items reportItem ReportList of all items for viewing, filtering and printing.

The SKU is set on first save and cannot be changed. An item of type "finish goods" (finished product) appears first in the selection list in sales documents.

How to Create and Manage an Item, Step by Step

  1. Open the item card

    A blank card is ready for a new item. For an existing item, search by name or item code (at least 2 characters), or move between items using the arrows.

  2. Enter a name and description

    Item name (required) and full description. The full description also appears on the item line in sales documents.

  3. Select a type and status

    Select the item type from a fixed list, such as finished product. Status: active or inactive.

  4. Set cost and sale price

    When you enter a cost, the sale price is filled in automatically (4 times the cost). You can change it manually afterward.

  5. Complete depreciation and lead time

    Depreciation (default 1.00) and lead time with a unit: minutes, hours, days, or months.

  6. Add an image

    Click the camera square, select an image, crop, rotate, and zoom it, then click DONE. The image is saved with the item.

  7. Save

    Click SAVE. The item code is created on the first save, and links to inventory, suppliers, media, and the data page appear.

  8. Set categories

    Click Category and fill in up to 8 fields (A to H). Completed categories are displayed above the buttons.

  9. Continue to related areas

    Below the card: inventory, suppliers, variations, media, and bill of materials. Click a heading to open the relevant screen.

Item card fields

item name - Item name
Required field. The name shown in searches, lists, and documents.
full description - Full description
Detailed description. Also appears on the item line in sales documents.
type - Type
Selected from a fixed list. "finish goods" = finished product.
status - Status
Active or inactive.
cost - Cost
The item's cost to the business.
sale - Sale price
Automatically suggested based on cost and editable. This is the price entered in sales documents.
scrap — depreciation
Depreciation factor. Default is 1.00.
lead time — delivery time
How long it takes to receive or produce the item, with a time unit.
item code — SKU
Created automatically on the first save and displayed at the top of the card.

Plans related to the item

item_relations.php

Suppliers and contacts for the item.

inventory.php

Item inventory by location.

item-media.php

Images and additional documents for the item.

item-options.php

Item variations.

bom-manager.php

Product tree — components and quantities.

item_data_sheet.php

Printable item data sheet.

Tips for working correctly with items

  • Save a new item before defining categories — categories are saved only for existing items.
  • After changing the cost, check the sales price — it updates automatically based on the cost.
  • For every product sold, use the "finished goods" type — it will appear first when selecting an item in sales documents.
  • A complete, clear description saves typing in every sales document.
  • The Delete button immediately deletes the item. Make sure you selected the correct item before clicking.

Frequently asked questions about item cards and item management

How do I add a new item?

Click "Add new", fill in the name and other details, and click SAVE. The SKU is created automatically when saved.

How is the SKU determined?

The SKU is created automatically when the item is first saved and does not change afterward.

Why did the sales price change automatically?

When you enter a cost, the sales price is automatically suggested as 4 times the cost. You can change it manually and save.

How do I add an image to an item?

Click the camera square at the top of the card, select an image, crop it, click DONE, and then SAVE.

How can I see how much of the item is in stock?

In the "inventory" area below the card, the quantity at each location is displayed. Click the title to open the inventory screen.

How do I link a supplier to an item?

Click "item contacts" below the card and add the supplier.

Why doesn't the item appear first in sales documents?

In the selection list in sales documents, "finish goods" items appear first. Change the item type and save.

Take me to the item card