Creating and Editing Items

Creating and Editing Items

Creating and Editing Items

The New Item screen at the Web interface

In the Web app, you can create or edit items under Inventory → Item List. 
To create a new product or service, click Plus  and choose an item type. Next, enter the item's information(name, description, price, etc.). 

To edit an item, click Edit in the corresponding row of the list. If the item you wish to edit is inactive, you need to re-activate it first.

Here is a breakdown of the details that you can define for your items. The required fields are marked by an asterisk on the screen.

Item Information

  • Name: This field allows setting the name of the item. Please note that it is impossible to save an item with exactly the same full name as your already existing item has.
  • Picture: By clicking Browse you can add a picture for the item. Select the necessary picture in jpg, jpeg, png, or bmp with a maximum size of 3 MB. If your company is connected to QuickBooks Online, the picture will be uploaded to it (or vice versa).
  • Visible for: Allows selecting for which sites the item will be visible. This option is only available if it's have been enabled in the Inventory Settings. See also Visibility of Products and Services per Site
  • Inventory Asset: This option is shown only if your company is connected to QuickBooks Online. You can select among your QuickBooks accounts that are of the Current assets type and the Inventory detail type.
  • Initial quantity on hand (Main site): This field is set to 0.00 by default and cannot be negative.
  • As of date: This field allows you to set the date when you start tracking the quantity on hand of an inventory item. Note that you cannot create transactions with the item whose quantity you started tracking after the date of the transaction.
  • Category: This optional field allows you to put the item in the existing category. You can manage categories on the Item List page if you run HandiFox as a standalone system, or manage them in your connected QuickBooks Online company.
  • SKU: This field allows you to set an SKU for the item, with a maximum length of 100 characters.
  • Bin location: Here you can set the name of the item's Bin location.
     Bins are only available if the "Enable bin locations for inventory items" function is enabled in the Inventory Settings.
  • Tracking: This checkbox allows you to enable tracking of the item by Serial numbers, Lot numbers, and Expiration Dates. You can always enable tracking afterward, however, please note that it is not possible to turn tracking off once it's been set. You can learn more about this feature here: Serial, Lot Number and Expiration Date Tracking
  • Auto-pick option: This allows you to choose the criterion by which the tracked items can be auto-picked in transactions.

Sales Information

  • Income account: This option is available only if your company is connected to QuickBooks Online. If this is an inventory item, you can select among your QuickBooks accounts that are of the Income type and the Sales of Product Income detail type. All types of accounts are available for service and non-inventory items.
  • Description: Here you can add a sales description of your item, with a maximum length of 4000 characters.
  • Sales price/rate: This field allows you to set the sales price/rate for an item, it is set to 0.00 by default.
  • Is taxable: This checkbox is available for US companies when taxes are enabled. It allows defining if the item is taxable or not by default in sales transactions.
  • Inclusive of tax: This checkbox is available for non-US companies when taxes are enabled. The default value is defined in the Tax Settings.
  • Tax: This option is available for non-US companies when taxes are enabled. You can choose among taxes that are defined in the Tax Settings.

Purchase Information

  • Expense account: This option is available only if your company is connected to QuickBooks Online. If this is an inventory item, you can select among your QuickBooks accounts that are of the Cost of Goods Sold type and the Supplies and materials - COS detail type. All types of accounts are available for service and non-inventory items.
  • Description: Here you can add a purchase description of your item, with a maximum length of 4000 characters.
  • Cost: This field allows you to set the cost for an item, it is set to 0.00 by default.
  • Inclusive of purchase tax: This checkbox is available for non-US companies when taxes are enabled. The default value is defined in the Tax Settings.
  • Purchase tax: This option is available for non-US companies when taxes are enabled. You can choose among taxes that are defined in the Tax Settings.
  • Preferred vendor: This option allows you to select a preferred vendor among your active vendors.
  • Part Number: Here you can add the part number or any code assigned by the manufacturer to identify a specific product or component.
  • Alternative Vendors: If you purchase the same product/item from different vendors, you can associate alternative vendors to your products.
    • Vendor: This option allows you to select a vendor among your active vendors. If you need to add more then one alternative vendor, simply click Add Vendor to create additional vendor lines.
    • Part Number:  Here you can add the part number or any code assigned by that particular vendor to the item.
    • Cost: This field allows you to set the cost for the item at that particular vendor. 
Example of creating/editing an item with Units of Measures

Units of Measure and Barcodes 

HandiFox Online allows you to set base units and any number of related units for products and services.You can also specify which unit of measure appears by default when adding a product or services to purchase and sales transactions, transfers and manufacturing orders.

First, you need to choose the base unit of measure for the item and enter its barcode.

  • Base Unit: Usually the smallest unit of measure used for a product or service. You may choose the unit from the list or create youe own one clicking the Create New Unit of Measure option.
  • Barcode: Barcode assigned to the base unit.

Second, you may add up to 10 related units using the Add Unit button. For each unit you should specify:
  • Name: Usually related to the base unit, for example, if the base unit is gram, a related unit name could be kilogram or milligram or even pounds and ounces.
  • Ratio: Defined by the number of base units it contains. For example, if the base unit is gram, a related unit of measure could be kilogram, which contains 1000 grams (base units). 
  • Barcode: Barcode assigned to a specific unit of measure of the item.
Third, specify which unit of measure should be used by default in each transaction type.
  • Purchases: Here you can specify a unit of measure for purchase transactions (Purchase Order and Item Receipt). For example, your base unit may be kilogram, but you buy products by the ton, in this case you can assign "ton" as the unit of measure for purchases.
  • Sales: Here you can specify a unit of measure for sales transactions. For example, your base unit may be "gram" and you sell products in grams, in this case you can assign "gram" as the unit of measure for sales.
  • Transfer: Here you can specify a unit of measure for transfers. For example, you buy a specific product in kilograms and have 2 different locations. You received or have 5000 kilograms in a location and need to transfer 3000 kilograms to a secondary location. For convenience, you transfer in batches of 1000 kilograms or 1 ton. You can set the "ton" as the default transfer unit, that way you can process a single unit (scan a single barcode) instead of 1000 separate units.
  • Manufacturing: Here you can specify a unit of measure for items that are used to manufacture presets (ingredients), main output products and other output products when creating manufacturing orders.
Unit of Measure Presets
If you have multiple items with the same base and related units of measure, you may save that particular base and related units into a preset. This preset can be saved once and then used to populate units of measure for multiple items. This is especially  Below are the steps how to do it:
  1. Specify base and related units for the first item including default units for transactions as mentioned above.
  2. Click Save as Preset button and enter any preset name in the pop up window. The set of base and related units including their ratio and default units for transactions will be saved in the Settings as a unit of measure preset.
  3. To use a saved preset for other items, open Edit Item page for the item and click Load from Preset button in the Units of Measure and Barcodes tab. In the appeared pop up window select the saved preset. The base and related units together with the default settings for transactions will be automatically populated with values from preset (they will be the same as you set for the first item in point 1).
  4. After loading units from preset, you may edit them for the item if needed.
You may also edit the saved preset in Settings -> Units of Measure -> Units of Measure Presets tab.

 See Managing Products and Services for more information on how create or edit items on the handheld device.

Create Item screen in the Mobile app