Create a Stock or Non-stock item record

You can use Sage One to keep a record of items that you regularly buy and sell, including how many you have in stock, how many you’ve bought and sold and where an item is stored.

You can have two types of products:

  • Stock – These are used for items that you want to count and track. When you buy and sell these items, the number in stock is increased or reduced. You can also report on all the activity relating to a stock item.
  • Non-stock – These are used for items that you buy and sell, but don’t want to keep track of. You can still add them sales and purchase invoices but the number in stock is not recorded.

You can use both types of items. For example, you might use non-stock items for small things that you don’t count, such as screws or bolts.

For non-physical items that you buy and sell, such as time or labour, you can create Service records.

If required, you can import your stock, non-stock and service items from a CSV file.

Create a Stock item record

  • 1. Go to the Products & Services tab, then click New Item.
  • 2. Select Stock, then enter the following information:
Item Code Enter a code for this stock item.
Item Description Enter a description for the stock item as you want it to appear on invoices.
Category If applicable, choose the relevant category.
  • 3. Under I Sell This Item, complete the following information:
Price Name By default, there are three pricing levels – Sales Price, Trade and Wholesale. You can then choose which pricing level to use when you create the invoice.

If necessary, you can amend the default price names in default settings.
Price (£) Enter the amount for each price name.

You can select these prices when you create an invoice.
Includes VAT? If the sales price includes VAT, select this check box. When you create an invoice, the net and VAT values calculate from the VAT rate and sales price.
Sales Account Choose the default sales nominal ledger account for this stock item.
VAT Rate Choose the default VAT rate for this stock item.

If required, when you create an invoice, you can overwrite the nominal ledger account, VAT rate and sales price.

  • 4. Under I Buy This Item, complete the following information:
Usual Supplier If available, select the supplier of this stock item.
Supplier Code Enter the short name or code for the supplier of this stock item.
Purchase Description Enter a description from purchase forms, up to 250 characters in length.
Usual Purchase Price Enter the normal cost price of this stock item.
VAT Rate If applicable and available, select the default VAT rate for this stock item.

If required, when you create an invoice, you can overwrite the VAT rate.
Purchase Account Choose the default purchase nominal ledger account for this stock item.
Reorder Level Enter the quantity of stock at which new stock should be ordered.
Reorder Quantity Enter the quantity of stock that you’d normally re-order.
  • 5. Under Additional Information, complete the following information:
Location Enter the location of your stock item. You can enter up to 25 characters.

Note This is a free text field, you can’t set up pre-defined locations and move the stock between location.
Barcode Bar code entries are alphanumeric and can be up to 60 characters in length.
Weight Enter the weight of the item.

If you haven’t set up analysis types in Settings > Analysis Types, this option won’t appear.

  • 7. In the Notes box, enter any notes for this stock item.
  • 8. Click Save.

Your new Stock item code is now ready to use.

Create a Non-stock item record

  • 1. Go to the Products & Services tab, then click New Item.
  • 2. Select Non-stock, then enter the following information:
Item Code Enter a code for this non-stock item.
Item Description Enter a description for the non-stock item as you want it to appear on invoices.
Category If applicable, choose the relevant category.
  • 3. Under I Sell This Item, complete the following information:
Price Name By default, there are three pricing levels – Sales Price, Trade and Wholesale. You can then choose which pricing level to use when you create the invoice.

If necessary, you can amend the default price names in default settings.
Price (£) Enter the amount for each price name.

You can select these prices when you create an invoice.
Includes VAT? If the sales price includes VAT, select this check box. When you create an invoice, the net and VAT values calculate from the VAT rate and sales price.
Sales Account Choose the default sales nominal ledger account for this non-stock item.
VAT Rate Choose the default VAT rate for this non-stock item.

If required, when you create an invoice, you can overwrite the nominal ledger account, VAT rate and sales price.

  • 4. Under I Buy This Item, complete the following information:
Usual Supplier If available, select the relevant supplier of this non-stock item.
Purchase Description Enter a description from purchase forms, up to 250 characters in length.
Usual Purchase Price Enter the normal cost price of this non-stock item.
Purchase Account Choose the default purchase nominal ledger account for this non-stock item.
VAT Rate If applicable and available, select the default VAT rate for this non-stock item.

If required, when you create an invoice, you can overwrite these details.

  • 5. Under Additional Information, if you use analysis types, choose the relevant groups.

If you haven’t set up analysis types in Settings > Analysis Types, this option won’t appear.

  • 6. In the Notes box, enter any notes for the non-stock item.
  • 7. Click Save.

Your new Non-stock item code is now ready to use.

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