The Items List gives the information about all the items that are created in the Free Accounting application.
This is a master list of all the items available for sale by your company's warehouses or branches.
All the items that are sold or purchased by your company must have an associated record in the Free Accounting application.
If you want to view the list of the items you should select either Lists / Items List or Company / Inventory / items
List on the Free Accounting main menu. If you want to view this list using
Navigation Pane: you should select either
 or
on the Commands Panel and select
 Items List there.
The list is displayed in the hierarchical structure - some items are parent to other ones. By right clicking
in the Preview Pane you can add, edit or delete a record and perform some other operations. For more information about the right-click function of the Items List window see the Free Accounting Right-click Function window.
Number - The number of the item in the Free Accounting program.
Description - Item's description.
Type - Type of the item: Inventory Item, Service Item, Product Group or Inventory Assembly Item.
Quantity On Hand - Quantity of items available for sell.
Use the following steps to add a new item into the Free Accounting system:
- Right click in the Preview Pane.
- Select Add from the drop-down menu.
- Enter the required information into the fields in the New Item window. After saving, this information can be edited in
Free Accounting by right clicking in the Preview Pane and
selecting Edit or just by double clicking on the line. Select / clear the Active check-box for the item
to be active / inactive in the list.
- Click the OK button to save the changes.
Type - Select the type of the item:
Inventory Item
Inventory Item - Select this type from the drop-down to create an inventory item.
Item information tab
Common Information:
Number - The unique number of the item in the Free Accounting application.
Description - The field used to describe the current item to keep records in order.
Subitem of - Select the item that is parent to the current one.
Unit of Measure Relation:
Smallest UOM - The smallest Unit of Measure of the item in the system. To add a new UOM, go to the
Add unit of measure window, by selecting Add New from the Smallest UOM drop-down.
UOM Relation - Each UOM must relate to the Smallest Unit of Measure. An item can only be sold and purchased in units of
measure that have been defined for it.
Inventory Information:
UPC - UPC Code for the item. This code is usually accompanied by vertical bars on the item's packing.
Inventory Account - Specify the account which will be affected when purchase transactions with the item are performed.
To add a new account, go to the New Account window, by selecting Add New from the Inventory Account drop-down.
Stock UOM - The UOM in which the current item is physically stored in your company's warehouse.
Purchase Information:
Description on Purchase Transaction - This is any additional information about the current item.
Cost (per smallest UOM) - The default cost for the item. It will be automatically inserted into Purchase Orders and Receipts for the current item, but it is possible to define another cost on these documents.
COGS Account - Select the account which will be affected when sale transactions are performed with the item.
To add a new account, go to the
New Account window, by selecting Add New from the COGS Account drop-down.
Purchase UOM - The default UOM in which the item is purchased.
Preferred Vendor - This is the Vendor the item is usually ordered from. This vendor will be autoselected when the current
item will be added to the Purchase Order. To add a new vendor, go to the
New Vendor window, by selecting Add New from the Preferred Vendor drop-down.
Sales Information:
Description on Sales Transaction - This is any additional information about the current item.
Sales Price (per smallest UOM) - The sales price of the item. This field can have zero value.
Income Account - Select the account that will be affected by sales transactions with the item.
This is a revenue or profit account. To add a new account, go to the
New Account window, by selecting Add New from the Income Account drop-down.
Sell UOM - The UOM in which the item is sold.
Warehouse Location - The location of the item in the warehouse.
Service Item
Note: This feature is available only to registered users.
Service Item - Select this type of items to create a service one, which is some work or service done for the customer. This type of the items doesn't have a quantity on hand.
Item Information tab
Common Information:
Number - The unique number of the item in the Free Accounting application.
Description - The field used to describe the current item to keep records in order.
Subitem of - Select the item that is parent to the current one.
Unit of Measure Relation:
Smallest UOM - The smallest Unit of Measure in whcih the service represented by the current service item can be rendered.
To add a new UOM, go to the Add unit of measure window, by selecting Add New from the Smallest UOM drop-down.
UOM Relation - Each UOM must relate to the Smallest Unit of Measure. An item can only be sold and purchased in units of
measure that have been defined for that item.
Service Information
Account - Select the account which will be affected by the transaction with the current item.
To add a new account, go to the
New Account window, by selecting Add New from the Account drop-down.
Rate - The rate for the current service item.
This Service is Performed by the 3d Party - Check this check box to let the 3-d party perform the service.
Purchase Information:
Description on Purchase Transaction - This is any additional information about the current item.
Cost (per smallest UOM) - This is a default cost of the item. It is automatically inserted to Purchase Orders and Receipts for the current item but can be changed on these documents.
Expense Account - The account selected from the drop-down table is affected when transactions are performed with the item.
To add a new account, go to the
New Account window, by selecting Add New from the Expense Account drop-down.
Purchase UOM - The UOM in which the item is purchased.
Preferred Vendor - This is the Vendor the item is normally ordered from. This vendor will be autoselected when the current item will be added to the Purchase Order. To add a new vendor, go to the
New Vendor window, by selecting Add New from the Preferred Vendor drop-down.
Sales Information:
Description on Sales Transaction - This is any additional information about the current item.
Sales Price (per smallest UOM) - The sales price of the item. This field can have zero value.
Income Account - The account selected from the drop-down table is affected by sales transactions with the item. To add a new account, go to the
New Account window, by selecting Add New from the Income Account drop-down.
Sell UOM - The UOM in which the item is sold.
Description - This is additional information about the transaction with the current service item.
Product Group
Product Group - Select this to create a product group, which is a large classification of items.
Item Information tab
Common Information:
Code - The number of the new product group in Free Accounting.
Description - This is additional information about the product group.
SubItem of - Select the item that is parent to the current group.
Group name - This is a name of the new product group.
Inventory Assembly Item
Note: This feature is available only to registered users.
INVENTORY ASSEMBLY ITEM - Choose this to create an assembly item, which is comprised of items that are purchased separately, but sold together. After the assembly item is created it should be built in the Free Accounting Build Assemblies Lists window.
Item information tab
Common Information:
Number - The unique number of the item in the Free Accounting application.
Description - The field used to describe the current item to keep records in order.
Subitem of - Select the item that is parent to the current one.
Unit of Measure Relation:
Smallest UOM - The smallest Unit of Measure of the item in the system. To add a new UOM, go to the
Add unit of measure window, by selecting Add New from the Smallest UOM drop-down.
UOM Relation - Each UOM must relate to the Smallest Unit of Measure. An item can only be sold and purchased in units of
measure that have been defined for that item.
Inventory Information:
UPC - UPC Code for the item. This code is usually accompanied by vertical bars on the item's packing.
Inventory Account - This account is affected when purchase transactions with the item are performed.
To add a new account, go to the
New Account window, by selecting Add New from the Inventory Account drop-down.
Stock UOM - The UOM in which the current item is physically stored in your company's warehouse.
Purchase Information:
Description on Purchase Transaction - This is any additional information about the current item.
Cost (per smallest UOM) - This is the default cost of the item which is used when the item is purchased.
COGS Account - The account selected from the drop-down table is affected when sales transactions are performed with the item.
To add a new account, go to the
New Account window, by selecting Add New from the COGS Account drop-down.
Purchase UOM - The UOM in which the item is purchased.
Preferred Vendor - This is a Vendor the item is normally ordered from. This vendor will be autoselected when the current
item will be added to the Purchase Order.
To add a new vendor, go to the
New Vendor window, by selecting Add New from the Preferred Vendor drop-down.
Sales Information:
Description on Sales Transaction - This is any additional information about the current item.
Sales Price (per smallest UOM) - The sales price of the item. This field can have zero value.
Income Account - The account selected from the drop-down table is affected by sales transactions with the item.
To add a new account, go to the
New Account window, by selecting Add New from the Income Account drop-down.
Sell UOM - The UOM in which the item is sold.
Warehouse Location - The location of the item in the warehouse.
Assembly Information:
Item - The component item of the assembly item.
Description - The description of the component item.
Qty - The quantity of the items which is necessary for making the current Assembly Item.
UOM - The Unit of Measure of the items which are used to make the current Assembly Item.
Custom Fields Tab
On this tab you can create the fields that you need for inserting any necessary information about the current item.
See Custom Fields Tab.
Use Search function to find the record of a definite item.
Picture Tab
On this tab you can paste images for the items you are creating in the FreeAccounting application.
Cut - Choose this option to cut the image in to clipboard.
Copy - Choose this to copy the image in to clipboard.
Paste - This option pastes the image from clipboard.
Delete - Choose this option to delete the image added.
Load - Choose this option to load the image from the location on the hard drive. The Open window will appear.
Navigate to the location where the image is situated, highlight it and click the Open button.
Save - This option saves the image to another location.
Fit to Image - Choose this to stretch the image to the size of the Picture window.
Full Size - This option displays the image in its original size.
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