Table of Contents

Creating a New Item (Adding an Item)

Also known as: Add Item, New Item, Set Up Item, Add a Part Number

To create a new item:

  1. Navigate to the Items module from the Dashboard.
  2. Click on Add New Item (or the plus (+) button).
  3. Fill in the item details (see below).
  4. Click Create Item to create the item.

Item Details

Item ID

A unique identifier for the item. Must be unique across all items.

Supplier

The supplier that will receive purchase orders for this item.

Supplier Item ID

The supplier item id is a unique identifier for ordering an item from the supplier.

Reference Item ID

Another identifier for the item (often an internal part number).

Barcode

The item’s barcode data, used when searching with a barcode scanner.

Commodity Code

Code used to group and report spend (often a GL code).

Tip: Commodity Codes are used for spend reporting. For tracking job/part/cost center data, use Reporting Fields.

Upload Image

Uploading an image helps users visually identify a tool on the kiosk.

Tip: You can add an image URL in the Thumbnail URL and Full Image URL fields by selecting Show/Hide Image URLs. You may also upload a custom image.

Minimum Order Quantity

The minimum number of units that must be ordered before the item appears on a purchase order.

Default Purchase Unit Size

Defines multiples in which the item is ordered.

Type

Determines how the item behaves in inventory:

  • Consumable: Not expected to be returned.
  • Semi-Consumable: May be reused or scrapped. Enables extra fields: Usage Tracking Enabled, Auto Scrap, Return As Other Item.
  • Durable: Must be returned to remain in inventory.
  • Used: Marks the item as previously used.
  • Assembly Kit Enabled: Turns the item into a kit (sum of other items). Opens the Assembly tab.

Saving the Item

Once the core details are filled in:

FAQ

Can an item have more than one ID?

Each item has one Item ID, but it may also have a Reference Item ID and a Barcode.

What’s the difference between a Commodity Code and a Reporting Field?

  • Commodity Code groups spend for reporting by item type or GL code.
  • Reporting Fields capture additional data at checkout (job, part, cost center).

Why don’t I see the Assembly tab?

The Assembly Kit Enabled box must be checked for the Assembly tab to appear.

Do I need to set a Minimum Order Quantity?

Not always. Use it only if suppliers require minimum purchases.

Can I Update or Change Pricing?

Yes, pricing can be updated at any time. Pricing updates will occur automatically when the Supplier Item ID is correctly configured. If you prefer to apply a custom price to an item, simply uncheck the Unit Price check box option on that item to prevent automatic updates.

Can you delete an item from the database?

Yes, if an item is not in a locaton you can select the item and hit Delete Item.

Can you return a tool as used?

Yes. When creating the new tool, assign the type as semi-consumable. Then create a separate version of the tool and check the Used box on its item page. This will allow the new tool to be returned as used.

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