When producing your invoices, estimates and purchase orders, are you repeatedly entering the same items? If so, you can save time by creating reusable item templates that you can import into a new document. QuickFile calls these Inventory Items.

Inventory items are not a stock system. No stock value records are stored in QuickFile.

Because each item keeps the same description, price and VAT rate, your documents stay consistent and you make fewer typing mistakes.

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Create a new inventory item

Inventory items are kept in Inventory Management. Go to Sales > Sales Inventory.

Use the Inventory List drop-down at the top right to choose the type of item you are working with:

• Sales Items: the items you add to invoice lines.
• Sales Tasks: the tasks you add to a time event line on an invoice.
• Purchase Order Items: the items you add to purchase order lines.

1. Open the Inventory List drop-down at the top right and select Sales Items.

   

2. Click Create. A new row appears above the list.

3. In the row, enter an Item Name, a Description, a Unit Cost, a Qty, a Category and a VAT rate.

4. Click Save.

   

5. Once saved, the item appears in the list.

Sales Tasks

Tasks are kept in a separate list. Select Sales Tasks in the Inventory List drop-down to see them. A task is not offered in the Item column of an invoice line. You add a task to an invoice on a time event line instead (see the next section).

Deleted items

To see deleted items, select Deleted at the bottom right of the Inventory page. The list then shows a Restore Selected button.

Import items and tasks into an invoice

To start an invoice, go to Sales > Create new invoice and select a client. Then add your items to the invoice lines.

1. In the first line, click in the Item column and type the start of the item name, for example TEST Bus.

2. Select the item from the drop-down list. You can ignore the green + Save item option under the matches, because it is not needed for an item that already exists.

   

3. The line fills in with the item’s Description, Unit Cost, Qty, VAT rate and category.

4. Change any value on the line if you need to.

The line’s category comes from the item. For the sales items tested, this was General Sales.

Add a task to an invoice

1. Click + New Line, then click Add Time Event Line.
2. In the Task column, type the start of the task name and select the task from the drop-down list.
3. The Notes, Rate and VAT fill in from the task. Enter the number of Hours.

To add a product or service line instead, click + New Line and select Add Item Line.

Hide the item name column on the invoice preview

You can hide the item name column on the invoice preview and PDF.

1. Go to Sales > Invoice customisation.

2. Click the ITEMISED AREA on the invoice layout.

3. In Itemisation Settings, tick Hide the item name column on the invoice preview.

   

Use an item on a purchase order

Purchase order lines do not have an item field. Use the search icon in the Description field instead.

1. Go to Purchases > Purchase orders and click Enter new purchase order.

2. On the line, click the grey magnifier icon at the right of the Description field.

   

3. In the Search Inventory box, type the item name and select the item.

4. The line fills in with the Category, Description, Unit Cost, Qty and VAT.

Purchase order items are listed under Purchase Order Items in the Inventory List drop-down.

Import inventory records from a CSV file

You can import inventory records from a CSV file. Your file must contain these columns: Item Name, Description, Unit Cost, Qty and VAT Rate (if applicable).

1. Go to Account Settings > Import Data > Import Inventory Records.
2. Under Inventory type, select Sales Item, Sales Task or Purchase Order Item.
3. Click Choose file and select your CSV file.
4. Click Upload.

Limits and conclusion

Inventory items save time when you create invoices and purchase orders, and they help keep entries consistent.

Troubleshooting

I can’t find my item when I add a line to an invoice

Items and tasks are kept in separate lists. Check the Inventory List drop-down on the Inventory page. A task only appears in the Task column of a time event line, not in the Item column.

Related topics

New to invoicing? Start with Create your first invoice before you set up your items.

• Create your first invoice: Create a sales invoice from start to finish.
• Invoice and estimate line settings: Options for individual lines on an invoice or estimate, such as sub-totals and page breaks.
• Setting up a recurring invoice: Set up an invoice that repeats on a schedule.