Item Details, Settings and Item Types Explained

Brand Name

Brand Name: Used for Product Identification and Categorization

•Appears in Stock Extended Lookup, Stock Detail and Stock Turnover.

•Can be set as a required field in Stock Options >New Defaults / Required.

•Syncs with web shop.

•Click the Lookup icon to the right to add a Brand from the Select Brand Table

Condition

Condition: Defines item condition (New, Used, Refurbished, etc.).The web shop will also list the item's condition.

•Set it in the Stock Main Form > Additional Info Tab

•Appears in the Extended Item Lookup forms.

•Syncs with web shop.

Sales Set Count

Sales Set Count:

Limits sales to predefined set quantities  (e.g., only selling in 2s, 3s, etc.).

Best before Days.

(Expiry Date)

Best before Days (Expiry Date):

•Prints expiry date on labels.

•Shown in Extended Item Lookup.

•Formula: Expiry Date = Current Date + Best Before Days.

To print the label.

Measure

The stock measure to use. Normally used for things with dimensions like tiles.

VAT on Purchases and Sales

VAT Configuration for Items:

➢VAT on Purchases and Sales

1. Set VAT on Purchases and Sales:

•Specify the VAT type for this item on both purchases and sales.

2. Supplier VAT Registration:

•Ensure that each supplier is marked as either VAT registered or not. This can be done in the Supplier Form.

•Note: If a supplier is marked as not VAT registered, this setting will override the VAT settings in the Stock form.

3. Tax Setup:

•Refer to the Tax setup documentation for additional details.

4. Changing Tax Types:

•To change the output tax to input tax, go to Stock Options.

•Select the option 'Allow Stock Item to Have Input Sales Tax Type' to enable this change.allow you to change the tax type, go to Stock Options and select 'Allow Stock Item to Have Input Sales Tax Type.'

Mass Info

Weight & Volumetric

Weight & Volumetric Mass:

•Set in Stock main Form > Additional Info Tab.

•Appears in invoices, quote, job card, goods received, purchase order, sales order, service item lookup, and in e-commerce platforms.

•PrestaShop integration requires a courier module for volumetric mass.

• If you want too use the volumetric mass in PrestaShop, then you need to get the module from your courier company.

•The volumetric mass is shown in the Purchase Planning form.

Price List

Price Lists:

Assign items to multiple price lists to fit different sales strategies.

Set it in Stock Main Form > Additional Info tab and select the appropriate price list(s) for your item..

Price lists can be exported to Excel from Print Price List and Order Form.

The price list names can be changed to suit your needs. Here’s a quick breakdown of how you can organize them:

 1. Wholesale Pricing List: Ideal for bulk buyers or other businesses.

 2. Web shop Price List: Tailored for your online store pricing.

 3. Seasonal Price List: For items that are popular during specific seasons, such as holiday decorations or seasonal apparel.

 4. Custom Price Lists: You can create and name these based on your specific needs, such as discounts for special events or customer loyalty programs.

For example, you can utilize a seasonal price list to assist you in your purchasing decisions. Similarly, you can use the other price lists.

Price lists are presented in:

Stock additional group lookup

Extended item lookup

Purchase planning form

Item Types

Non-Stock Item

A non-stock item is one that is bought or sold, but the quantity is not tracked. For more information, go to Stock > Non-Stock Item

Service Item

Service Item:

•Used for services (e.g., labour, travel costs).

•No Stock or Cost of Sales Entries: When sold, there are no journal entries related to stock or cost of sales.

•Can be included in BOM (Bill of Materials) by setting Valuation Method to Supplier List Price..

Note:

Do not confuse this service item with the service items in the workshop that refer to equipment that can be serviced in the workshop.

Set it in Stock Main Form.

Presented in the Extended Lookup form.

Labour Item

Labour Item:

•Allows dividing labor among employees in Job Cards.

•Does not affect stock on-hand.

BOM Item

Bill of Material

Mark all items to be manufactured as BOM items

Recipe Item

Recipe Item:

Used for manufacturing items on the fly (e.g., burgers).

Set as BOM (Bill of Material) Item and Recipe Item

Gift Voucher

Gift Voucher: Sold by retailers to be used as an alternative to a non-monetary gift

Trade-In

Trade- In:

•Used for items bought back from customers (e.g., Coke bottles, cars).

•Deducts the trade-in amount from the invoice total.

•Your stock quantity will be increased by the trade-in quantity.

Alternative Options:

•For returns, see the Returns section.

•If you do not want to increase your stock, see the Is Discount section.

Disabling Trade-In Button:

•Open the invoice form.

•Go to security settings and uncheck "Returns" This will also prevent trade-ins.

Set the item as a trade-in on the Main Stock Form.

The Extended Lookup and Stock Turnover forms offer a list of Trade-In items.

Depending on your GL setup you might need to change the VAT on Sales to input tax. Remember to enable 'Allow stock item to have input sales tax type' on stock settings.

Is Discount

Is Discount checkbox:

•To give a discount value in rand to the customer on the invoice.

•Also used by PrestaShop if a customer has an online voucher to redeem.

Notes:

The 'Is Discount' items can be used with Invoice Rules.

See also: Trade-In

Is Discount items are displayed in the Stock Turnover form, look for the Discount column as well  as in the Extended Lookup form.

Consignment

Consignment Stock:

Consignment stock consists of items purchased from suppliers but owned by the supplier until sold.

You hold the stock, but no payment is due until the item is sold to a customer.

Step 1: Mark Item as Consignment

1.Open the Stock Item in the Stock Main Form.

2.Go to the Additional Info Tab.

3.Check the "Consignment" box ✅.

Step 2: Receive Consignment Stock (GRN)

1.Perform a standard GRN (Goods Received Note).

2.Select the consignment-marked item.

3.Enter the received quantity.

Result:

•Stock levels increase (SOH updated).

•No General Ledger entries are posted (no liability or cost recorded).

Only stock quantity is updated — no financial impact until sale.

Step 3: Sell Consignment Items (Invoicing)

•Create a Sales Order or Invoice as usual.

•Add the consignment item.

The Sale Account will be credited and the Debtor Control debited.

Only revenue is recorded — cost is handled later via supplier settlement.

Step 4: Record Supplier Payment (When Due)

Once the supplier invoices you for sold consignment items:

1.Go to Journals > Supplier Journal.

2.Record the supplier invoice:

•Debit: Cost of Sales

•Credit: Supplier (Accounts Payable)

This matches the cost to the sale and creates the liability.

See Also

•Stock Turnover: Specify a date range and filter for consignment items sold in the specified period.

•Extended Item Lookup: Filter for consignment stock in the Extended Item Lookup and Stock Detail form.

•Consignment Stock Movement: The Consignment Stock Movement form allows you to monitor and track the movement of consignment stock for a specified period. Go to: Stock Items > Extra > Consignment Stock.

•Use the Consignment checkbox to filter for consignment stock during a Regular Stock Take.

The Consignment Stock Movement form allows you to monitor and track the movement of consignment stock for a specified period.

Item Settings

The Item Settings determine how an individual stock item behaves when it is sold, purchased, planned, displayed online, or included in reports.

These settings can generally be changed for individual items in the Stock Main Form or changed in bulk using Stock Extended Item Lookup > Bulk Change Selected.

Allow Discount

Enable Allow Discount to permit discounts to be applied to the item.

If Allow Discount is disabled, discounts cannot be applied to the item, even if a discount has been configured for the customer, stock group, or invoice line.

Default for new items: Stock Options > New Defaults > Is Discount Allowed.

Bulk change in: Stock Extended Item Lookup > Bulk Change Selected.

Allow Sell Below Cost

Enable Allow Sell Below Cost if the item may be sold for less than its cost price.

The item-level setting takes priority over the general invoice setting. Therefore, if Allow Sell Below Cost is enabled for an item, that item can be sold below cost even when Allow Sell Item Below Cost is disabled in Invoice Options.

Example:

•Invoice Options: Allow Sell Item Below Cost = Disabled

•Stock Item: Allow Sell Below Cost = Enabled

The specific stock item can still be sold below cost.

Delete

Enable Delete to mark the item for deletion.

An item marked for deletion:

•Does not appear on the Purchase Planning form.

•Cannot be added to a Purchase Order.

Commission

Enable Commission if commission is paid on the sale of this stock item.

When enabled, the item can be identified as a commissionable item in the Stock Turnover report.

Use the Commission columns filter to display only items that are commissionable.

Use Edit Filter to create a customised grid report and determine the commission amount based on the relevant sales transactions.

Example Edit Filter SQL:

(Contains([Origin], 'inv') Or Contains([Origin], 'crn')) And [Commission] = True

This filter includes invoices (inv) and credit notes (crn) where the Commission option is enabled.

Exclude from Shipping Cost Allocation

Enable Exclude from Shipping Cost Allocation to prevent shipping costs from being added to the item's cost.

Shipping costs allocated from a Goods Received Voucher (GRV) will not be included in the item's cost.

Use this option when shipping costs:

•Are handled separately, or

•Should not form part of the item's inventory cost.

Exclude from Transfer Planning

Enable Exclude from Transfer Planning to exclude the item from the stock transfer planning process.

This is useful for items that should not be considered when Smart-IT calculates stock transfer requirements between warehouses.

Featured On Web

Enable Featured on Web to display the item as a featured product on the homepage of the web shop.

Include SADJ in Sales Figures (SADJ refers to Stock Adjustments.)

Include Stock Adjustments in Sales Figures

Enable Include SADJ in Sales Figures to include stock adjustment quantities when Smart-IT calculates sales statistics.

This affects calculations such as:

•Average Sales

•Next Sales

•Purchase Planning

•Inventory Statistics

View Which Items Are Included

1. Go to Stock Items > Extended Item Lookup

2. Locate the Include SADJ in Sales column

Lot Tracking

Lot Tracking

Enable Lot Tracking for items that are received in batches and are assigned Lot Numbers.

Lot Tracking allows Smart-IT to track stock quantities and movements by lot and, where applicable, record expiry dates and lot history.

When to Use Lot Tracking

•Tracking product batches

•Managing stock expiry dates

•Maintaining product traceability

It is commonly used for food, medical, pharmaceutical, and chemical products.

View Items Using Lot Tracking

To see which stock items have Lot Tracking enabled:

1. Go to Stock Extended Lookup.

2. Filter or search using the Lot Tracking column.

View Lot Details

To view lot numbers, expiry dates, and stock quantities, go to:

•Stock Items > Extra > Lot Tracking > Lots or

•Stock Items > Extra > Lot Tracking > Lot Stock Levels

See also: Lot Numbers

On sale

Enable On sale to mark the item as a sale/discounted item on the web shop.

Print Price On Label

Enable Print Price on Label if the item's selling price should be printed on its stock label.

Quantity From Price

Quantity From Price

Location: Stock Main Form > Additional Info

Enable Quantity from Price when customers purchase an item based on a specific monetary amount rather than a fixed quantity.

When enabled, the invoice displays a popup requesting the inclusive selling price. Smart-IT then automatically calculates the quantity based on the price entered.

Example

If an item sells for R10.00 per unit and the customer wants to spend R50.00:

1. Enter R50.00 in the popup.

2. Smart-IT calculates the quantity as 5 units.

Quick Sell Invoice

Quick Sell Invoice Feature

•Enable for frequently sold items

•Items appear via Quick Sell button on Touch Invoice

•See: How to use the Quick Sell feature

Quick Sell Job Card

Quick Sell Job Card Feature

•Enable for frequently sold items

•Items appear via Quick Sell button on Job Card

•See: How to use the Quick Sell feature

Scale Item

Scale Item

Enable Scale Item for products that use barcodes generated by a barcode scale.

Scale-generated barcodes can contain information such as the item code and weight or selling price.

Set the item as a Scale Item in the Stock Main Form > Additional Info Tab

When to Use Scale Item:

•Products are sold by weight.

•A barcode scale is used

•The barcode contains a predefined prefix, item code, and weight or price information.

•Product labels are printed by the scale.

Export Scale Items

To export all items marked as Scale Items:

•Go to: Company > Integrations >Teraoka Scale File Export

•Smart-IT generates a file named: PLU.CSV

•The CSV file can then be uploaded to compatible scale devices.

See also: Scale Barcodes

Seasonal

Enable Seasonal to identify stock items that are sold or required mainly during a particular season or period.

Sell Whole Quantity Only

Enable Sell Whole Quantity Only to prevent the item from being sold in fractional quantities.

For example, an item with this option enabled can be sold as 1, 2, or 3 units, but not 1.5 units.

Default for new items: Stock Options > New Item Defaults.

Bulk change it in: Stock Extended Lookup > Bulk Change Selected

Serial No.Tracking

Enable Serial No. Tracking to track individual items using unique serial numbers.

See also: Serial No.Tracking.

Variable Price

Variable Price

Enable Variable Price to allow the selling price of this item to be changed directly on an invoice.

This setting overrides the Change Price restriction in the Invoice Forms Security Setting for that item only.

Example

You may want users to change the price of labour on an invoice while preventing price changes for normal stock items.

In this case:

•Invoice Form Security Setting > Change Price = Disabled

•Variable Price = Enabled for the labour item

Result:

•Labour price can be changed on the invoice.

•Other stock item prices remain locked.

Web

Web

Enable Web to mark the item for upload to the Smart-IT web shop.

Items not marked for Web are not included when stock items are uploaded to the web shop.