Adding Items

Items are the products and services you sell or purchase regularly. Adding them to your item catalogue means you can select them when creating invoices or bills — saving time and ensuring consistent pricing and descriptions.

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How to Add an Item

1. Click Items in the left sidebar
2. Click New Item (top right)
3. Fill in the item details
4. Click Save

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Item Fields Explained

Field	Required	Description
Name	Yes	The product or service name as it will appear on invoices
Description	No	A default description that auto-fills when the item is selected
Unit	No	Unit of measure — e.g. hrs, kg, pcs, box
Rate	No	The default selling price per unit
Purchase Rate	No	The default cost/buying price per unit
Tax	No	The default tax rate applied when this item is added to a document
Sales Account	No	The income account this item's revenue maps to (e.g. Sales)
Purchase Account	No	The expense account for purchases of this item (e.g. Cost of Sales)

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How Items Work on Documents

When you add an item to an invoice, estimate, or bill:

1. Select the item from the line item dropdown
2. The name, description, rate, unit, and tax are automatically filled in
3. You can still edit any of these values on the document without affecting the original item

This means items act as templates — they populate your line items quickly but remain fully editable per document.

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Item Accounts

Assigning accounts to items ensures transactions are booked to the correct accounts automatically:

• Sales Account — Used when the item appears on an invoice or sales order (e.g. map it to "Sales" or "Consulting Income")
• Purchase Account — Used when the item appears on a bill or purchase order (e.g. map it to "Cost of Sales" or "Office Expense")

If you don't assign accounts on the item, you'll need to select the account manually each time you use it on a document.

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Inventory Items

If you track stock quantities, the item can be linked to your Inventory Asset account. When invoices are published, Acusheet automatically records stock movements using FIFO (First In, First Out) costing.

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Frequently Asked Questions

Do I have to create items before making an invoice?
No. You can type a custom description directly in any invoice line item without selecting a pre-saved item. Items are a time-saving feature, not a requirement.

Can I change the price of an item without affecting old invoices?
Yes. Updating an item's rate only affects future uses. Existing documents keep their original line item values.

Can I set different prices for different customers?
Not directly on the item. You can override the rate on each individual invoice line item.

How many items can I create?
There is no hard limit on the number of items.