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Version: 7.0

Items

The “Items” directory contains products and services that are used in document lines (orders, shipments, invoices, bills, etc.).

Products and services — what is the difference​

Items are divided into two main types:

  • Products — material items that usually participate in inventory accounting.
  • Services — work and services that do not require storage and do not create stock.

The separation is needed to:

  • correctly perform inventory operations (if the inventory contour is enabled);
  • store product-specific attributes (e.g., weight, volume, country of origin — if used);
  • simplify selection in documents and analysis.

When to create a “product”​

Create a product if the item:

  • is received into inventory and/or shipped from inventory;
  • requires stock control, reservation, lots/serials (if used);
  • has physical characteristics important for logistics (weight/volume).

Examples: raw materials, components, finished goods, consumables.

When to create a “service”​

Create a service if the item:

  • is work/service and is not stored in inventory;
  • must not create inventory movements;
  • is accounted for in documents as a service (the quantity unit is “hour”, “service”, “job”, “shift”, etc.).

Examples: delivery, installation, repair, consulting, rent.

Before creating items​

It is recommended to fill in advance:

  • Units of measure (at least basic ones);
  • Categories if you plan to group items.

Product import from file with OpenAI​

If the product import prompt is configured, the item list shows Import (GPT) on the toolbar for the category tree. The action is intended for initial filling or expansion of product catalogs from a supplier file, spreadsheet, PDF, image, or another attached file that OpenAI can read.

What to prepare​

  • fill in the OpenAI API key and, if needed, create GPT configurations for model, reasoning, and additional prompt settings in the global integration settings;
  • open Master Data → Settings and on the Items tab fill Import (GPT) → Prompt. Use Default to load the standard prompt, then adjust it to your catalog files if needed;
  • check that units of measure have stable IDs, because import does not create new units of measure;
  • review existing categories and products in the selected branch: they are sent to OpenAI as reference data so duplicates can be excluded.

How to use​

  1. Open Master Data → Items.
  2. Select the category whose branch should be used as the reference scope for duplicate checking.
  3. Click Import (GPT) and select the source file. If several GPT configurations exist, select the one to use.
  4. In the preview window, review newly detected categories and products. You can edit fields and delete rows that should not be created.
  5. Confirm/save the preview to create the remaining categories and products, or close/cancel it to discard the result.

What is created​

  • categories with name and parent category;
  • products with name, category, reference, and unit of measure.

IDs for new categories and products are generated by the system.

Limitations and specifics​

  • The action is hidden while the prompt is empty.
  • Existing categories and products are not updated; the scenario creates only new entries returned by OpenAI.
  • New units of measure are not created automatically. If OpenAI does not return an existing unit ID, the product unit may remain empty.
  • Category matching uses existing category IDs or names of categories created in the same preview. If the category cannot be matched, the system places the row under the root category.
  • Always review the preview before saving: OpenAI recognition depends on the file quality and the configured prompt.
  • If the OpenAI API key is missing or the request fails, the system shows a message and does not import anything.

Item list​

The list typically shows:

  • Name;
  • ID;
  • Type (if used);
  • Category;
  • Unit of measure.

If archiving is available, use the “Active” / “Archived” filter.

Item card​

Typical fields:

  • Name — the editable item name;
  • Name (full) — composed automatically (category prefix + name + attribute prefixes/suffixes); read-only;
  • Type — Product or Service, defined by the kind of item; read-only;
  • Category;
  • Unit of measure;
  • ID — generated automatically;
  • Reference (if used);
  • Description;
  • Archived.

Inventory settings​

If the inventory contour is enabled in the system, additional parameters may be available in the item card on the Inventory tab:

  • Weight and Volume;
  • Inventory SKU and Coefficient (used for automatic recalculation and accounting of the current item's stock through another base item). For more details, see the Inventory SKUs section.

Also, conversion coefficients for packages can be configured for items (on the Units of measure tab), and default packages can be selected on the Purchase and Sale tabs. This allows for the use of the packaging accounting mechanism directly in documents.

Other tabs​

Depending on enabled modules and item settings, the item card can also have additional tabs — for example, Barcodes, Attributes, Picture, and Documents (related documents). The Purchase and Sale tabs appear only when the “Can be purchased” / “Can be sold” flags are set.

Filling recommendations for products​

  • Make sure Category and Unit of measure are selected (e.g., “pcs”, “kg”, “m”).
  • If your configuration has Weight, Volume, Country of origin — fill them for products when those attributes are used in logistics, marking or reporting.

Filling recommendations for services​

  • Choose a unit of measure that reflects the service scope (e.g., “hour”, “service”, “job”).
  • It is convenient to include the delivery format/composition in the name (e.g., “City delivery”, “Installation (1 hour)”) so the service is unambiguous when selecting.

Comments and history​

If comments/history are enabled in the configuration, the card may contain a tab with comments and/or change history. This is useful for recording agreements and reasons for adjustments.

Maintenance practice​

  • Use a consistent naming style for active items.
  • If an item is no longer sold/purchased, archive it so it does not appear in selection for new documents.

Typical mistakes​

A service was created as a product​

As a result, the service may start behaving like an inventory item (e.g., stock expectations or incorrect logic in documents).

Recommendation: create a correct item as a service, switch processes to it, and move the incorrect item to Archived.

A product was created as a service​

As a result, you may miss stock control and inventory operations.

Recommendation: create a correct item as a product and use it in documents where inventory accounting is required.