Item Management

In Precoro, you can effectively manage your company’s Item list. 

TABLE OF CONTENTS

• Adjusting Item Basic Settings

• Deleting And Deactivating Items

• Adding Custom Fields for Items
• Adding Items to Documents
  • Set Negative Item Value
  • Save Items from Documents to Catalog

  • Auto-Update Catalog Prices from Latest Approved Purchases

• Additional Functions to Consider
  • Managing Items with the Help of Groups
  • Category Management
  • Using the Free of Charge function

Adjusting Item Basic Settings

To configure the settings, open the Configuration → Basic Settings → Documents Setup → Item Management tab and select the necessary options:

• Enable SKU—this allows entering the SKU numbering for the items to help you accurately track the stock.
• Enable Units—enabled by default, this feature allows you to set units for items in all modules and item import/update templates.
• Item Description—allows adding a description to the items.
• Upload Item Images—allows adding images to the items in PNG or JPEG formats for visualization purposes.
• Item Bundles—a feature that allows creating a set of goods to buy as one set regularly.
• Links—allows adding links to various web resources to the items.
• Allow adding Duplicated Items in Documents—allows adding items with the same values as SKU and Name in a document. If this feature is turned off, you cannot add duplicated items to documents.
• Save Items from Documents to Catalog—this allows you to add new items directly to the Catalog through the document itself.

After enabling the necessary features, you can manually Add Items to Precoro through the Item Management page.

You can also use the Import Items option to upload them in bulk.

Deleting And Deactivating Items

All users with the Item Management Create role in Precoro can use the delete and deactivate functions.

Please note that items currently used in Inventory cannot be deleted. They can only be deactivated.

Adding Custom Fields for Items

Customize the Items by adding the Custom Fields for Items, like Charts of Accounts/Cost Centers, Departments, or Projects. Consider the detailed instructions on the Custom Fields for Items functionality following these links:

• Custom Fields for Items and Documents
• The Functionality of Custom Fields for Items

Adding Items to Documents

In Precoro, you can use three options to add items to a document. These options can be found below the document’s main information and Custom Fields for Documents block.

• Catalog — adding previously created Items from the Items Management list.

• Add — manually add the empty item row and enter all the necessary information about the Item.

• Import Items — importing Items from an Excel document.

Please read the following instructions to successfully perform this action with different documents: How to Import Items in Bulk.

• Update Items — updating Items from an Excel document.

Please read the following instructions to successfully perform this action with different documents: How to Update Items in Bulk.

• Add Shipping — add the Shipping to your document.

Please read the following instructions to successfully perform this action with different documents: Shipping Item Type.

Set Negative Item Value

You can enter negative item values in Purchase Orders, Service Orders, Purchase Requisitions, Requests for Proposals, and Invoices.

All users with the necessary roles to create documents and add items can use this functionality.

When setting a negative value, please note the following:

• You can add taxes for a negative-value item.
• You can import and update items by entering negative values in the files.
• You can view the negative item values in Reports.
• You cannot enter negative values in the Credit Note document.

Save Items from Documents to Catalog

This function can offer more automation and efficiency when working with items. You can add new entries to the Catalog directly through documents without having to transfer items manually.

You can add items directly from the following documents:

• Purchase Order
• Purchase Requisition
• Request for Proposal
• Invoice
• Expense.

Follow these steps to set up and start using the function:

1. Activate the setting in Basic Settings → Item Management → Save items from documents to Catalog.

2. When adding items using the Empty row functionality, you will see the Add to Catalog checkbox for each Empty row line you create. Check the box if you want to add the item to the Catalog.

3. If you checked the Add to Catalog box, then the item will be automatically saved with the values you have set:

• Price
• Currency
• Custom Fields for Items
• Supplier (this value will be taken from the document).

 

Auto-Update Catalog Prices from Latest Approved Purchases

To keep your catalog prices accurate and up to date, Precoro also supports automatic price updates based on the most recent approved purchase orders or invoices.

Once a Purchase Order or Invoice reaches the Approved status, Precoro checks if the item price in the document is different from the one in the catalog. If the document doesn’t go through the approval process, the price check happens when it reaches the Completed or Paid status. If the price differs and the auto-update feature is enabled for the item, the catalog price is updated automatically.

To allow automatic price update for a specific item, go to the Item Management page, edit the item, and check Auto-Update Price Based on the Latest Purchase.

Alternatively, if you want to enable the setting for all or multiple items simultaneously:

1. Click the Update Items button on the Item Management page.
2. Select the category and supplier in question (optional).
3. Click the Download button.
4. Open the downloaded file. Set ‘Yes’ in the Auto-Update Price Based on the Latest Purchase column for all the items you want to update.
5. Save the file and upload it back to Precoro.
6. Click Submit to record the changes.

Precoro updates the item price in the catalog only if all of the following conditions are met:

• The Auto-Update Price Based on the Latest Purchase setting is enabled for the item.

• The item comes from the catalog and is added to a Purchase Order or Invoice.

• The price in the document is different from the current catalog price.

• The currency in the document matches the one in the catalog.

• The document has moved to one of the following statuses: Approved, Completed, or Paid.

• The document was created in Precoro, not imported.

Learn more about this feature in this article.

Additional Functions to Consider

Managing Items with the Help of Groups

If you wish to restrict certain items to particular employee groups, use the Item Group function and read this detailed instruction to set it up.

Category Management

Categorize your item list to simplify the search, create analytics, and make restrictions for certain employee Groups based on categories.

Using the Free of Charge function

When adding items, you can apply the Free-of-charge function, which can be useful in the following situations:

• Ordering or receiving free samples from the Suppliers or Partners.
• Custom duties invoices that include a $0 value of service, but there is an amount of tax payable (GST on customs).
• Packaging that does not need additional payment must still be displayed in the order.

To use this function, activate it by ticking the Free of Charge checkbox:

You can also Approve and Confirm documents with zero total value for the whole document and send them to integrated partners.

You can also add free-of-charge items to Service Orders, but the total should be greater than 0 to confirm the document.

This feature can be really useful in case your company:

• Has a prepayment process that needs approval.
• Orders free samples.
• Receives additional free items from Suppliers.

To use it, proceed with the following steps:

1. Create the needed document and add items to it.

2. In the items, activate the Free of Charge function.

3. You can proceed to Confirm and Approve the document even if the Total amounts to zero.

Afterward, you can also create related documents as usual.