Great news, you've created your product groups and products! You're nearly there! Now you need to add stock items. The stock items are your physical products and this could be the quantity of your bulk stock or serialised equipment. The stock item determines the amount your depot has available to sell.
Adding new stock items
There are two ways you can create Stock items:
You can import Stock items using our Import Tool
In Products & Services > Products > Select a Product > Add Stock item
Get started
Head to Products > Select the product you would like to add a stock item to and you will come to the product overview page, select the blue Add Stock Item button.
You will then come to the stock item screen:
Bulk Items
Then begin filling in the stock item information;
Item Number - Item numbers are automatically generated by the system when a new stock item is created for bulk products.
Description - any information for this stock level for example, colour, size, brand. By default, this won’t appear on documents like invoices, order acknowledgements etc – as the Product Name is used for this
Home Depot - Which depot this stock item belongs to, useful for multi depot companies
Active - Is the stock level Active? Yes or No. If this is No, then the product won’t appear in searches which is useful if you need to temporarily stop an item for rentals or sales
Discountable - Is the stock item discountable on an order? Yes or No
Details
Stock Type - Sale
Opening Balance - This is the quantity held when initially adding the stock item (This option is only visible for Bulk items). Once the item is created, this field will no longer appear but you can make adjustments using the Stock Transactions page
Effective Date, Used Date, Manufacture Date - These fields are used for your reference and your employee's reference to check what the relevant dates are against the stock item.
Serialised Items
Item Number - the Item Number can be what you use to identify this stock record and must be a unique field. If Auto Numbering is set to Yes this Number will be populated automatically.
Serial Number - if this is a Serialised item, then you can enter a number which will also be used to identify it in any item searches. This is different to the Item Number field as it can be duplicated with other items in the systems, as different manufacturers may have the same serial number for different products and so Item Number is a good choice for your own internal identifier and Serial Number is good for manufacturer identifiers. If Auto Numbering is set to Yes this Number will be left blank.
Quantity - The Quantity entered represents the number of items to be added to inventory records.
Description - any information for this stock level for example, colour, size, brand. By default, this won’t appear on documents like invoices, order acknowledgements etc – as the Product Name is used for this
Home Depot - Which depot this stock item belongs to, useful for multi depot companies that move equipment between depots and need to know where the equipment originates from
Active - Is the stock level Active? Yes or No. If this is No, then the product won’t appear in searches which is useful if you need to temporarily stop an item for rentals or sales
Discountable - Is the stock item discountable on an order? Yes or No
Details
Stock Type - Sale
Effective Date, Used Date, Manufacture Date - These fields are used for your reference and your employee's reference to check what the relevant dates are against the stock item.
Pricing
Tax Class - Categories or classifications that you set against your products and accounts to apply tax charges. If you leave this as “(Use Default)” then the Product’s tax class will be used instead. As above, clicking on the label will let you create a new tax class if you have permission
General Ledger Template - General ledger template is a method to track financial data and is important for your Accounts team. As with the previous options, you can use templates specifically for this item or inherit from the Product if “(Use Default)” is selected. For more information, please see our guide on General Ledgers
Standard Cost - Enter the standard cost of this product. This value is used to calculate order margins and is applied in stock transactions for valuation and cost analysis
Note: when the standard cost is added after stock records are created the standard cost needs to be added manually to the stock records. If already available before stock records are created the cost will be automatically default when creating stock records. This will be changed in future.
Additional Info
Length Unit - You can select a Length unit for this item
Weight Unit - You can select a Weight unit for this item
Length, Width, Height, Weight; Enter the Whole Number value of the stock item
Supplier Account - You can assign the Supplier of this Stock item for reference here, you simply type in your supplier and it will search the application and assign it.
Customer Account - If you have customer equipment, you can assign the customer of this Stock Level for reference here, you simply type in your customer and it will search the application and assign it.
Once you have finished simply click the Green Add Stock Item Button
Non-Stock Items
Non-stock items are used for products or services that do not require inventory tracking. These may include:
Service charges such as delivery, cleaning, or sharpening
Consumables like cable ties or packaging materials
One-time-use items such as promotional materials or printed labels
Custom or made-to-order items where stock is not held in advance
Administrative fees or handling charges
Non-stock items behave like regular items in ERP Go, they can be added to orders and invoices, but they do not affect stock levels.
Non-stock items can be created in Products where the Stock Method is “Non-Stock” and then the items are set up as Prices against the product. For more information about this, please see our guide at Prices https://intercom.help/OnRent/en/articles/3124644-how-to-add-rates-to-your-products
Import Stock Items
You can also import your Stock Items in System Setup > Utilities > Import Data. For further information, please see our Import Data guide.
If you need some assistance we’re happy to help! Start a conversation using the Blue help bubble at the bottom-right