Items

Items are everything you sell. Each one is either a product, something you sell from stock, or a service, like a repair, an hour of work or a rental.

Add an item

1. Open Inventory, then Items, and choose New item.
2. Choose Product or Service, and give it a name.
3. Fill in the rest if you like:
   • Description, for your own notes about it.
   • SKU, your own code for it. You can leave it empty.
   • Category, for example BBs or Repairs (see below).
4. Under Price:
   • Price is before tax.
   • Cost is what one costs you, so IAPZ can show your profit. For a service, cost is optional.
   • Taxes are the ones the item is charged. A new item starts with all your taxes ticked.
5. Under Where it's sold:
   • Brands: if your business has more than one, tick the ones it's sold under. Leave them all unticked to sell it under every brand.
   • Keep count of its stock: for products. Untick it for things you don't count.
6. Choose Add item.

To change an item later, open it from the list, change its Details, and choose Save.

Packs and cases

Some things you buy in one size and sell in another: a case of BBs holds 20 bags, and the bags are sold one at a time. Each size is its own item, and the case breaks down into the bags:

You can set this up from either end, under Buying and packaging on the item's form:

• Start with the bag: at Is it bought in a pack or case?, choose:
  • A new pack or case: enter how many per pack and what the case costs you, and IAPZ suggests its name (for example "BBs bag – case of 20"). The case is made as its own item when you save.
  • One already in your items: search for the case and say how many it holds.
• Start with the case: at Breaks down into, search for the bag (by name, SKU or barcode), or choose + New item to add it on the spot. Then enter How many it holds.

The cases an item comes in are listed on its form. Unlink one that no longer holds it: the case stays as an item.

A bag without its own cost takes the case's cost divided by 20: a $200 case makes each bag $10, for profit and stock value. The case is an item like any other, so it has its own price and can be sold whole too. Packs can go down more than one level (case → box → piece), but never round in a circle.

To open cases into bags in your stock, see Getting started with Inventory.

Find items

The list is in name order. You can:

• Search by name, SKU or barcode;
• show one Category, or the items with No category;
• show only products or only services;
• show Archived only.

To see the items charged no tax, or only those charged tax, use the Taxes filter. An item's Sales tab shows how many it has sold, for how much, and each sale, with its customer.

The price list

Items, then Prices (for Owners and Managers), shows every item's cost, retail price, margin, and its price at each price level. Find and filter items as on the Items tab.

• Change one: type over a cost or price; it's saved when you leave the box (or press Enter), and the margin follows. With no cost of its own, an item from a pack shows its share of the pack's cost in grey.

• A level's price: a grey price comes from the level's rule. Type a price to give the item its own price at that level (shown in bold); clear it to go back to the rule.

• Change many at once: tick items (or Choose all on this page), then choose what to change:

  • Retail prices up or down by %, for example 5, or -10 to lower them.
  • Retail prices for a margin: the price that gives that margin on each item's cost. Items without a cost are left as they are.
  • Cost: the same cost for each.
  • A level's price: a % off retail, a markup on cost, or back to the level's own rule.

  Choose Apply; you're asked first, saying what will change and on how many items. Prices are worked out to the cent.

Margin is profit ÷ price: an item costing $10 and selling for $25 has a 60% margin. (Markup is profit ÷ cost: 150% on the same item.)

Price labels

Print price labels on a label printer, such as a Brother QL. Each label shows the item's price, its name, its SKU if it has one, and a barcode to scan at the point of sale.

• One item: open it and choose Print labels.
• Several: on the Prices tab, tick the items, set Labels each (for example 12 for a box of 12), and choose Print labels.

The print dialog opens straight away. Preview shows the labels first, and with one label, Download PNG saves it for printers that print from their own app (Niimbot, Phomemo).

The first time, in the print dialog: choose your label printer and the same paper size (for example 62 mm on a Brother QL), set Margins to None and Scale to 100%, and untick Headers and footers. Your browser remembers them, so after that it's Print and Enter. If no label sizes are offered, install the printer maker's own driver (for example Brother's).

An item without a barcode is given one of your own the first time its labels are printed: 13 digits starting with 20 (numbers no maker uses). It's kept on the item, under Barcodes, so scanning its label finds it.

Label size: open Settings, then Labels, and choose your printer's size (62 × 29 mm on a Brother QL to start), or another size in mm. A sample shows how a label looks.

Taxes

Each item is charged the taxes ticked on it. A new item starts with all of your taxes ticked; untick any it's exempt from. To see the items charged no tax, set the Taxes filter to No tax.

Change many items at once

Tick the items (or Choose all on this page, then Choose all for every item the list shows; it says how many), then choose Edit N items. For each of these, choose what to do, or leave it as is:

• Category: move them to one, or to none.
• Taxes: add a tax, remove one, or set exactly which they're charged (none ticked: no tax).
• Brands: add a brand, remove one, or set exactly which they're sold under (none ticked: every brand).
• Archive: archive them, or bring them back.

Choose Change N items. To change prices for many items, use the Prices tab.

Categories

Categories group your items, so you can find them, and browse them at the point of sale.

• Add a category: open Inventory, then Categories, and choose Add a category.
• Give many items a category at once: tick them and choose Edit (see Change many items at once).

After importing from Shopify, a quick way to start is to show No category and work down the list.

Barcodes

Barcodes are optional. Add one by scanning the barcode printed on the product, once. From then on, scanning finds the item.

1. Open the item and choose the Barcodes tab.
2. Add the code in one of three ways:
   • choose Scan with camera and hold the barcode inside the frame;
   • with a barcode scanner plugged into the computer, click in Barcode and scan (the scanner types the code for you);
   • type the numbers printed under the bars and choose Add barcode.

A product can have more than one barcode, but each barcode belongs to only one item. The first time you scan, your browser asks whether IAPZ may use the camera: choose Allow.

Archive an item

Open the item and choose Archive. It leaves the list and isn't offered any more. Sales that sold it keep it. To bring it back, show Archived only, open it, and choose Restore.