An item is a product or a service that you buy or sell. You add items to quotes, invoices, and stock documents.
Item Lists
The Purpose of an item tells which documents can use it. The sidebar has a list for each purpose:
| List | Sidebar | Shows the Items With the Purpose | A New Item Gets the Purpose |
|---|---|---|---|
| Sales Items | Sales > Sales Items | Sales or Both | Sales |
| Purchase Items | Purchases > Purchase Items | Purchases or Both | Purchases |
| Items | Common > Items | Both | Both |
Sales quotes and sales invoices use items with the purpose Sales or Both. Purchase invoices use Purchases or Both. A document with an item of the wrong purpose does not save.
Create an Item
- Click Sales > Sales Items in the sidebar.
- Click New.
- Enter the Item Name.
- Check the Purpose and the Type.
- Enter the Rate.
- In Tax, select a tax template.
- Click Save.
On the phone dashboard, you can also tap the + button in the header, and then tap Item. This item gets the purpose Both.
You can also make an item from an invoice row. Type the name in Item, and click Create. The item gets the purpose Sales in a sales document, and Purchases in a purchase invoice.
Each item must have a unique Item Name. You can change the Purpose later, but not the Item Name, Type, Unit Type, Track Inventory, Has Batch, or Has Serial Number.
Item Fields
| Field | Description |
|---|---|
| Item Code | Optional. Your own code for the item. Frappe Books copies it to the invoice rows. |
| Unit Type | The unit of the quantity. The default is Unit. A quantity in Unit must be a whole number. Only a Books Manager or a System Manager can add a unit. |
| Rate | The rate of one unit. You can change it in the invoice rows. A price list can also set the rate. |
| Sales Acc. | The income account. A new product gets the Sales account, and a new service gets the Service account, if your chart of accounts has it. |
| Purchase Acc. | The expense account. A new item gets the newest ledger account with the account type Cost of Goods Sold. |
| Tax | Optional. The tax template for the invoice rows of the item. See Taxes. |
| HSN/SAC | Only for a company in India. The HSN or SAC code of the item, for GST. It has 4 to 8 digits. |
The Inventory section has Barcode, Track Inventory, Has Batch, Has Serial Number, and their series. They show only when their feature is on in the inventory settings. You can select Track Inventory only on a new product. Its Purchase Acc. must then be a liability account. See Introduction to Inventory, Batches, and Serial Number.
In UOM Conversions, the Conversion Factor is the quantity of the Unit Type in one UOM. For example, a Box of 12 units has the factor 12.
When you add an item to an invoice, Frappe Books copies the rate, the tax, the account, and the description to the row. If you change the item later, the rows of earlier invoices do not change.
Item Groups
Item groups put items into categories. To use them, turn on Enable Item Group in Setup > Settings > General. You cannot turn off item groups after you turn them on.
To make a group, click Item Group on the item, type the name, and click Create. If an item has no HSN/SAC code, it gets the code of its group. If an item has no Tax, its invoice rows get the tax of its group.
Create a Document From Items
- Open an item list, such as Sales > Sales Items.
- Click Select in the page header. On a phone, tap Select next to Filters.
- Click the items that you want.
- Click Create, and then click Sales Quote, Sales Invoice, or Purchase Invoice.
A new draft opens with one row for each item, with a quantity of 1. The menu shows only the documents that you can create and that can use all the selected items.
To make an invoice from one item, open the item and click Create > Sales Invoice or Create > Purchase Invoice. On a phone, these actions are in the … menu in the header.
You cannot delete an item that a document uses. See Roles and Permissions.