Items
Items can be added to your sales or purchase invoices to sell items in addition to your course registration fees or purchase items that you procure often. Examples of these may include:
- Course Materials such as flash cards and reference books
- Registration fees for awarding bodies
- Monthly subscription fees
- Instructor Expenses
By creating Items you can create a template that can be reused to either sell or purchase an item. Item templates are ideal for any items sold or purchased regularly as it means you don’t have to enter the item details each time. For ‘one-off’ items please see this guide: Invoice Items
Terminology
Name: | The item name that is used for internal reference only. |
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Description: | The description of the item that will appear on the invoice. This will be seen by your customers or suppliers. |
Sales Account: | The nominal account that any sales of that item will credit. |
Purchase Account: | The nominal account that any purchases of that item will debit. |
Transferred Out: | Total quantity of stock transferred out of a stock account. |
Is Stock: | Select if you wish to track stock levels of this item. |
Is Compound: | Select if this item is sold as a bundle containing multiple child items. |
Is Hidden: | To prevent the item from appearing on your website if using API. |
Disc.: | If the item should be included in discounts applied to the invoice. |
Tax: | If the item is subject to tax. |
Default Cost: | Select if item is purchased from various suppliers. |
Create an Item
- In the Financial Menu click ‘Items/Stock’.
- Click ‘New Item’.
- Enter the fields required and click ‘Save’.
- Your item has been created and you can now add prices and costs.
Edit an Item
- In the Financial Menu click ‘Items/Stock’.
- Click on the item you wish to edit.
- Click ‘Edit’ and apply any changes you require to the item template.
- Click ‘Update’.
- To edit a price, cost, category or linked items click into their tabs and select ‘Edit’.
Use ‘Discontinued’ to retain the item sales history and prices yet prevent the item from being added to sales invoices and purchase invoices.
Items can also be configured with Custom Fields. Custom fields allow you to add bespoke fields to capture additional information about your Items. Custom fields can be defined for use with Items via our GraphQL interface. For more details on how to add a custom field, refer to our developer documentation at Custom Fields
Delete an Item
Items can only be deleted if there is no stock activity linked to the item.
- In the Financial Menu click ‘Items/Stock’.
- Click on the item you wish to delete.
- Click ‘Delete’ and confirm any prompts.
Add an Item Price
- From the item screen ensure you are in the ‘Prices’ tab.
- Click ‘Add New Price’.
- Adjust the description if required and select the region, currency and price. Choose if the item is discountable or taxable.
- Click ‘Save’.
Multiple prices can be stored against items for each region and currency that you operate in. An item will only be available to add to an invoice if there is an item price set for the region and the currency of the invoice.
Add an Item Cost
You only need to add an item cost if you intend to purchase the item. The same item can be bought and sold and have both a price and a cost.
- From the item screen ensure you are in the ‘Costs’ tab.
- Click ‘Add a New Cost’.
- Add the cost, select the currency, supplier account and edit the description if required.
- Click ‘Apply’
You will now be able to add this item to a purchase order or invoice if the cost price is set for the currency of the purchase order or invoice.
Compound Items
You can sell multiple items at the same time to your customer yet group these into a single item using the compound function. For example, you wish to sell training materials. Training materials are the compound item, the linked or child items are your flashcards, manual, instructional DVD etc.
- From the item screen ensure you are in the ‘Links’ tab.
- Select whether to link a child item (if within a compound item screen) or to a parent item. Click on the magnifying glass to search items.
- Select ‘Add Link’ and repeat until your compound item is linked to all the child items.
Categories
You can restrict items so that they may only be added to invoices that contain events belonging to a certain category.
- From the item screen ensure you are in the ‘Categories’ tab.
- Select the category you require and click ‘Add Category’.
- Repeat for each category that the item can be sold from.
Sales Activity
The sales activity tab allows you to track how many times your item has been sold or purchased between a range of dates, in a region, or by a company using the filter options.
By default the last 10 item sales or purchases are displayed, click ‘Last 20’ or ‘All’ to see more. Click through to any invoice to see the invoice that the item was sold on.
Mapped Items
When selling an Event, you may also wish to charge for additional items that the student would incur as part of their registration. These Items will show as an additional line on the Invoice. Common examples of Mapped Items include:
- Registration Fees for an Awarding Body required to sit an exam
- A high visibility jacket to attend a heavy machinery training session
- Self-study packs accompanying training Events
When you map an Item to a Course, it will automatically be sold each time the Course is sold. Therefore, Mapped Items are useful when the additional purchase of the Item is mandatory.
Please note however that Mapped Items cannot be sold independently. If you have mapped an Item to a Course, this Item will no longer show in the list of available Items when adding Interests to your Sales Opportunities.
To map an Item:
- Ensure you have added the Item into the database
- Open the Course Template you wish to apply the Mapped Item against
- Click Setup Item Mapping (in the upper right section of the page)
- Select the Item from the drop-down
- Click Save Mapping
How are Nominal Accounts Allocated?
Sales of Items can be allocated to any Nominal Account you wish and this can be configured in the Item’s screen. Sales of Course Fees must be posted to one of two Nominal Accounts: 4000 for public course sales and 4010 for IHT course sales.
For customers migrating from Sage/Quickbooks or something similar, these standalone finance systems require the querying of Nominal Accounts to track which sales belong to which course. However, Administrate’s financial system was designed and built to complement the Event system and, as such, there are alternative ways to track sales by course even when the sales information is contained in one of the two Nominal Accounts.
Please refer to the Sales Report in Financial -> Sales to see all your sales, broken down by course. There is also the Sales Ledger (Financial -> Sales Ledger), where you can filter by Course or Course Category to show the relevant Invoices.
Basically, the Nominal Accounts that your course fees can be attributed to are restricted to one of two Accounts in Administrate, but the sales information you need to report on is not.
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