Item management integrated into accounting

In the accounting file, a table can be added to manage items and link them to individual transactions via the Item Id (item identifier) that is entered in the Item column.

aggiungere tabella articoli

This feature is very powerful and useful because it allows the following automations:

  •  To integrate a list of products or an inventory with descriptions, quantities, prices and groupings into the accounting.
  • In the Transations table, by entering invoices and simply indicating the Item Id (Item identifier) in the Item column, the description, price and account are taken over.
  • In the transaction row, by entering the quantity (positive or negative), the programme automatically updates the existing quantity balance. It thus functions as a small warehouse. 

Some extensions, such as those for securities management, make use of this functionality, to manage the list of securities, have an inventory and calculate the accounting profit or loss at the time of sale.

Activate the functionality

The functionality is enabled from the menu Tools menu > Add/remove functionalites.  

The options are as follows:

 

Items table in the accounting file

The Items table is a kind of mini-warehouse integrated in accounting.

It is used to:

  • Manage the list of products, with their prices.
  • You can group products into groups.
  • In the Transactions table, you enter the item and the programme takes up the description and price.
  • If you enter the quantity in the Transactions table, the programme updates the current quantity in the Items table.

Add Items table

In order to use the Items table, you need to:

Adding the Items table 

The Items table can be added from the Tools menu > Add new functionalities > Add Items table

In the Items table, you can enter items, products, or other items, and it can also be used as a small inventory control tool.

The predefined columns are the following:

  • Group: Generates the totals rows.
  • Item: Item code.
  • Description: Item description.
  • Sum in: the group in which to total a set of items.
  • Account: account used in the transactions.
  • Currency: Currency to be used (for multi-currency accounting only).
  • VATCode: VAT code to be used (for VAT accounting only).
  • Unit: an abbreviation to define the type to which the quantity refers.
  • Selling: Unit sale price.
  • Cost: Unit cost price,
  • Begin Qt.: initial quantity amount of the item
  • Price Begin: the initial unit price of the item.
  • Value Begin: the initial quantity multiplied by Price Begin.
  • Current Qt.: current quantity, calculated by program, taking into account Begin Qt. and transactions of Item in Transactions table. The Quantity column of the Transactions table is being used.
  • Price current: current Price of Item.
  • Current value: current quantity multiplied by Current price.

 

 

Items columns in the Transactions table

The Items columns in the Transactions table are used to enter quantity and price.
The amount of the transaction is calculated based on the value of the quantity and unit price column.

Add the Items columns in the Transactions table

The Items columns are added to the Transactions table from the Tools menu → Add new functionalities → Add Items Columns in Transaction table.

The columns are the following:

  • ItemsId
    Item listed in Items table.
    By default, in the Transactions table, the ItemsId column will not be visible. With the Columns setup command, you can make the column visible so that you can use it.
  • Quantity
    May be a positive or negative value.
  • Unit
  • Unit/Price
    May be a positive or negative value.

For more information please visit the Transactions table documentation.

Add Transactions

  • When a quantity and a unit price are entered, the amount will be calculated automatically.
  • A negative amount may be entered to account for items leaving the warehouse.

Items columns in Transactions table

Link to the Items table

If the is an Items table is displayed, when you enter a transaction with the Item and the quantity, the current quantity of the respective row in the Items table is updated.

Refer to the Items table page.