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V8 - Item field descriptions

If you have defined any custom fields for items, they will appear below the standard SOS item fields, in alphabetical order. The fields will be of the input format and value that you define.

Always shippable. Specifies that the item can always be shipped. This option is available for any item type except Inventory, Assembly, and Category.

Asset account. Account to record inventory on hand for this item. If the list is empty, that means your SOS account has never been connected to your QuickBooks Online account.

Barcode. SOS Inventory will recognize the item by this barcode in addition to the name of the item. You can type the code or place the cursor in the Barcode field and scan it in from an existing barcode. More information is available on the Barcoding page. (Maximum length: 100 characters)

Category. This allows you to select a category to assign the item to so that you may group common items together and report on all items within the category. For more on categories, see Creating and using categories.

COGS account. Account to record costs of goods sold for this item. If the list is empty, that means your SOS account has never been connected to your QuickBooks Online account.

Commission exempt. Specifies that sales of this item are not eligible for sales commissions.

Customer part number. An internal reference number that can be included on printed or emailed transactions. (Maximum length: 50 characters)

Default bin. The bin in which this item is stored by default. A bin will appear in the Default bin dropdown only if the bin has already been defined in the system. When an item is assigned to a bin in the item definition, that bin will appear whenever the item is entered in a transaction--but the bin can be changed manually if desired. Changing this value will not change any existing transactions. Bins can be used only at locations set up for bin tracking. See Bins for more information on this topic.

infoTIP: If the item is housed at multiple bin-tracked locations, it may be more efficient for you to leave the Default bin field blank and use Location settings instead. Available in the Actions menu dropdown of an item record, Location settings allows the item to be assigned to different bins at different locations.

Default class. The class to which the item is assigned by default when used on transactions, but the class assignment can be changed on a transaction as needed. Class tracking is useful for reporting purposes. Classes on transactions sync to QuickBooks Online if class tracking has been enabled in QuickBooks. The default class as listed in the item definition does not sync.

Description. The default item description included on forms. QuickBooks Online requires item descriptions to be unique. SOS Inventory allows the description to be changed on any individual form. (Maximum length: 4000 characters)

Expense account. Account to record expenses for the purchase or sale of this item. If the list is empty, that means your SOS account has never been connected to your QuickBooks Online account.

Has variants. Indicates that the item is a product with multiple variations in size, color, or other attributes. Check this box only if the item will serve as the master upon which all variants will be based. When this box is checked, the system will hide the Starting inventory fields, as a master item has no stock, does not sync to QuickBooks Online, and cannot be used on transactions. For more information about this feature, see Working with item variants.

Income account. Account to record income from sales of this item. If the list is empty, that means your SOS account has never been connected to your QuickBooks Online account.

Lead time. The length of time, in days, that must be allowed for a vendor to produce, ship, and deliver the item once it has been ordered. It is used on the Pro Plan to automatically calculate reorder points.

Markup. The price of an item that is charged to a customer, based on a markup percentage of either the standard cost or the actual cost basis. The data field will be labeled Markup if the markup pricing button is selected, as fixed pricing (specified by the Sales price field) is the default. If you want the markup based on the actual cost of the item under your valuation method, enable the Markup on Actual cost setting (Settings > Sales settings > General).

Max stock level. The maximum desired quantity of this item—that is, the number of units you want to have after you complete restocking. (Maximum length: 18 numeric)

Minimum sales price. Specifies the lowest sales price that you want the system to accept. The system will not allow any transaction to be saved if the sales price entered for an item is below its minimum sales price. (Maximum length: 13 numeric)

Name. Name of the item. The name should be whatever you want to use to reference this item, but it must be unique. The name is the primary method used to retrieve the item on forms. This could be a part number, SKU number, item code, descriptive name, or anything you want, as long as you understand what it represents. Double quote (“) characters are not allowed in the item name and will be converted to single quotes by the system if used. (Maximum length: 100 characters, but no more than 89 is recommended. See note below.)

edit_noteNOTE: Although the maximum allowable character length for a name is 100 characters, we recommend that the number used for a name be no more than 89. The remaining 11 characters are reserved in case you delete the item and later decide to return it to your Items list. Those additional characters are used by the system, which adds (deleted) to the end of an item name and adds it to the Deleted items list (Operations menu > Reports > Miscellaneous > Deleted items).

warningIMPORTANT: If using all-numeric item names, DO NOT export using the CSV format when bulk editing items in Excel. Item names will be converted to exponential notation in this case.

Notes. Any additional information you wish to store about this item.

Per unit commission. Specifies the monetary amount per unit sold that a sales representative will receive as a commission. (Maximum length: 13 numeric)

Percent commission. Specifies the commission percentage that a sales representative will receive for the sale of this item. (Maximum length: 3 numeric)

Picture. You can attach an image of the item for reference within SOS. You can set the size of the image in the Inventory Settings (Settings > Inventory settings).

Preferred vendor. Vendor from which you normally purchase this item. This will assist you in generating purchase orders from the Reorder report. If you need to specify multiple vendors for an item, use the Vendor-Item Catalog.

Purchase cost. Also known as the standard cost, which is the default price you pay when purchasing this item. This value is mandatory for any items that will be used as the output in a process transaction. (Maximum length: 13 numeric)

Purchase tax. Along with the Sales tax, the Purchase tax is used instead of the Taxable field on SOS Inventory accounts that are based outside the United States.

Purchasing description. The description shown on purchasing forms. If this field is left blank, content in the Description field will be used on purchasing transactions by default. (Maximum length: 4000 characters)

Reorder point. The level at which this item needs to be reordered. All items are assumed to be on the Reorder report unless this field contains a negative number (such as -99) to hide the item from the report. (Maximum length: 13 numeric)

Sales price. The fixed price charged to customers for this item. You can enter a fixed price or a markup based on a percentage of either the standard cost or actual cost basis. Select the Switch to markup pricing button to change the data field to Markup. (Maximum length: 13 numeric)

Sales tax. Along with the Purchase tax, the Sales tax is used instead of the Taxable field on SOS Inventory accounts that are based outside the United States.

SKU. Scan or type the stock keeping unit (SKU) that the system will use to recognize this item. This syncs to the SKU field in QuickBooks Online. (Maximum length: 100 characters)

Starting inventory. A set of fields that appears on the Edit page for a new item definition. It does not display once the item is saved. This field includes the beginning number of units of this item, as of a specific date, the item’s total value, and the location where the item is stored. Use for existing inventory that needs to be entered into the system. (Maximum length: for beginning number of units, 18 numeric; for item's total value, 18 numeric)

edit_noteNOTE: Leave the Starting inventory fields blank for a serial- or lot-tracked item. An item receipt must be used to add serial-tracked items in inventory. An item receipt or adjustment must be used for lot items.

edit_noteNOTE: Adding the quantity and value during the creation of an item creates an inventory adjustment that you would need to edit. Make sure that the adjustment account selected is Opening balance equity, and then Save and close. Only then does a journal entry get added to the Sync Queue.

Sync with QuickBooks. If your company is set up to sync with QuickBooks Online, this box will be checked according to the associated option in Inventory settings (Settings > Inventory settings). Uncheck this box if you do not want this item to sync to QuickBooks Online. However, if you plan to use the item on any transactions sent to QuickBooks Online (invoices, etc.), this box must be checked.

Tags. These allow you to search for unlike items that are still related in some sense. An example would be a coffee table, couch, and television. If you gave them all a tag of living room, you can search for that tag to show only those items. (Maximum length: 4000 characters)

Taxable. Default taxable status for this item. You can override this on each line item of a sales form. (Users based outside the US will see dropdown lists to define a default purchase tax and sales tax for each item, which is required for every line item.)

Track lot numbers. Select this option if the item will be lot tracked. SOS Inventory will track a lot item when it is purchased, shipped, or manufactured.

warningIMPORTANT: Once an item has been established as lot tracked—or as not lot tracked—you must use a specific set of procedures to change it. You cannot simply check or uncheck a box to enable or disable lot tracking for an existing item with inventory quantities.

edit_noteNOTE: The Starting inventory fields must be left blank for new lot items, as numbers must be assigned using either an item receipt or an adjustment transaction.

edit_noteNOTE: You can track both serial numbers and lot numbers on the same item, if desired. For more information on lot tracking, see Lots..

Track serial numbers. Selecting this option allows you to track serial numbers for specific items.

warningIMPORTANT: Once an item has been established as serial tracked—or as not serial tracked—you must use a specific set of procedures to change it. You cannot simply check or uncheck a box to enable or disable serial tracking for an existing item with inventory quantities.

edit_noteNOTE: The Starting inventory fields must be left blank for new serial items, as numbers must be assigned to each serial unit via an item receipt.

edit_noteNOTE: You can track both serial numbers and lot numbers on the same item, if desired. For more information on serial tracking, go to Serial inventory..

Type. SOS Inventory supports the following item types:

Inventory. Inventory items are the most common type of item you will have. These simply represent any item for which you want to track stock on hand.
Non-inventory. Non-inventory items are items that you want to use in transactions but for which you do not maintain inventory. For example, this could be used for items that you sell but do not stock (for example, drop-shipped items).
Category. Category items are ways to group like items. This is very similar to the structure of QuickBooks Online. For example, if you sell 10 different types of widgets, you could have a category item called Widget with 10 items underneath.
Expense. An expense item is not tracked for inventory purposes. When it is purchased, it is booked to QuickBooks Online directly as an expense.
Assembly. An assembly item is a special type of inventory item. An assembly is made up of component items. Its cost is determined by its bill of materials (BOM). For more information on assemblies, go to the section Assemblies, builds and the Builds list.
Kit (item group). A collection of physical items that are bundled together at the time of purchase or sale. The items in a kit are still separate items that may be sold individually if desired. For more information, go to the section Kits (item groups).
Service. Service items are non-inventory items used to represent services or fees that you provide (or that are provided to you). Examples include installation and delivery.
Labor. The amount paid to an employee for work performed. For more information on labor items, go to the section Labor. Labor items are available only on the Pro plan.
Overhead. Ongoing business expenses not directly attributed to creating a product or to performing a service. For more information on overhead items, go to the section Tracking overhead costs. Overhead items are available only on the Pro plan.
Other. Use this designation for non-inventory items that do not fall in one of the other categories.

Update inventory in BigCommerce. Updates the quantity of an item in BigCommerce as sales are received, adjusting the available-for-sale numbers.

Update inventory in Shopify. Updates the quantity of an item in Shopify as sales are received, adjusting the available-for-sale numbers.

Used on. A set of fields that allows you to choose the types of forms in which the item appears. Choices are Sales forms, Purchasing forms, and/or Manufacturing forms. The option is useful if, for example, the item is a raw material component used in manufacturing. You may need the component to appear on purchasing and manufacturing forms but do not want it to show on sales forms.

Vendor part number. Use this optional field if your vendor has a different part number for this item than you do. This value will show on the line item of a purchase order. (Maximum length: 50 characters)

Volume. The size of the item, typically in cubic meters (cbm). This is useful in shipping and purchasing.

Warranty. The type of warranty attached to a serial or non-serial item, but warranties have the most potential with serial items. Choose the desired warranty from the Warranty drop-down list. The warranty must be defined in the system before it will appear.

Web address. URL where this item can be located online.

Weight. The weight of the item in pounds, ounces, kilograms, or grams. This is useful for shipping purposes.

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