What an item is
An item is a saved line, not stock. It holds a name, a price, the account the line posts to and its VAT treatment. Choosing the item on an invoice or bill fills all of that in, so the account is agreed once rather than chosen again on every document — which is where coding mistakes come from.
Add an item
- Open Sales › Items and press New item.
- Enter a Code (for example CONSULT-HR) and a Name. The code cannot change later, because documents refer to it.
- Choose the Kind: Service or Goods, untracked. Enter a Unit such as hour, day or each.
- Under Selling: the Sale price, the Income account it earns into, and the Tax code (VAT treatment) for sales.
- Under Buying: the Purchase price and the Expense account. For goods bought to resell, choose a cost-of-sales account such as 5000 Cost of Goods Sold.
- Press Create item.
Find an item
The list is in code order. Search finds an item by its code, name or description, or by a price: 1,250 finds items with that sale or purchase price. Sort puts them by name, Highest sale price first or Lowest sale price first, Code, Z to A, or newest or oldest added. An item with no sale price goes last.
Making an item inactive
Edit the item and untick Active. It stays on every document that used it and stops appearing in pickers. Tick Show inactive on the list to find it again.
Import items from another system
Import brings an item list across from QuickBooks, Xero, Zoho, Odoo, Tally, Sage, Shopify, Square, Loyverse, Lightspeed or a spreadsheet of your own: codes, names, descriptions, units, prices, accounts and VAT, and the quantity on hand.
- On Items, press Import and drop the exported file in (CSV or Excel).
- What each column is: check what each column was matched to and correct it with Brings in. A column per location — Current Quantity Main St, In stock [Downtown] — is read as that location's quantity. Press Save this table, then Next: check and answer.
- Under Options, choose what happens to Items already in Accmerio — fill in what is missing, replace, or leave them — and, with Procurement added, whether to Count goods as stock there.
- Answer the Questions: which of your accounts and VAT codes the file's names are, and what its item types mean. Clear answers are filled in already. A 0% VAT code is always asked: zero-rated, exempt and out of scope go in different boxes of the VAT return.
- Read Every row and press Apply.
An item is matched to one already here by its code, or by its name when the file has no codes. A bundle or kit is refused — Accmerio has no bundles; import its parts — and discount, subtotal and tax lines are left out.