Manage Items and Products

Your item database is the central hub of Sevenledger. This guide explains how to create items, configure their units and pricing, and manage their lifecycle from creation to deactivation.

Create a new item

To add a new product or service:

1. Navigate to Inventory > Items.
2. Click + Add Item.
3. Select your Item Type:
   • Goods: Physical products that you buy, sell, and potentially track in stock.
   • Service: Non-physical items like labor, consulting, or delivery fees.
4. Fill in the Item Name and Category.
5. Configure the specific tabs and settings detailed below.
6. Click Save.

Core Configuration

The main form controls the item’s identity and basic tracking information.

Sidebar Actions

Use the sidebar on the right to toggle where this item appears in Sevenledger.

• Sell this item: Makes the item available in Sales Orders and Invoices.
• Show this item in POS: Makes the item searchable in the Point of Sale interface.
• Buy this item: Makes the item available in Purchase Orders.
• Track inventory: Enables stock counting. Note: If disabled, the system treats the item as a consumable (stock is not tracked).

Configuration Tabs

Detailed settings are organized into tabs at the bottom of the item page.

1. Sell

Control how this item is sold to customers.

• Selling Price: The default price per unit (e.g., Rs per Set).
• Sales Tax: The default tax rate applied when this item is added to a sales order.

2. Buy

Control how this item is purchased from suppliers.

• Cost Price: The cost to acquire one unit. This is used for inventory valuation.
• Purchase Tax: The default tax applied by vendors.
• Preferred Vendor: The default supplier for this item.

3. Inventory & Opening Stock

When creating a new item, you can immediately establish its initial stock levels.

• Inventory Account: The specific ledger account where this item’s value is recorded.
• Inventory Start Date: The date from which tracking begins.
• Opening Stock: The quantity currently on hand.

4. Multiple Units

Requires “Multiple Units” to be enabled in Inventory Settings.

Use this tab to define alternative units of measure (e.g., selling a “Box” that contains 12 “Pieces”).

• Secondary Unit: The larger or smaller unit (e.g., Box).
• Conversion Rate: How many primary units are in this secondary unit.
• Selling/Cost Price: Specific pricing for this unit.

Manage Item Lifecycle

As your inventory evolves, you may need to update units, discontinue products, or clean up your database.

Deleting vs. Deactivating Items

To protect your financial data, Sevenledger enforces strict rules on deleting items.

• Deleting Items: You can only delete an item if it has never been used in a transaction (such as an Invoice, Bill, or Adjustment).
• Deactivating Items: If an item has been sold or purchased even once, it cannot be deleted because it is linked to your financial history. Instead, you must Deactivate it.

How to deactivate an item

1. Open the item you wish to remove.
2. Locate the Active toggle (usually at the top right).
3. Switch it to Inactive.
4. Click Save.

Note: Inactive items are hidden from search results and dropdown menus in Sales and Purchase orders, keeping your workspace clean. However, they remain in your historical reports to ensure your past accounts balance correctly.

Changing units on active items

If you need to modify the unit of measure for an item that already has transactions, the Primary Unit field will be locked. Follow this workaround to map the unit correctly:

1. Ensure Multiple Units is enabled in your main Inventory Settings.
2. Open the Item and navigate to the Multiple Units tab.
3. Click Add New Line.
4. Select the Existing Unit (the unit currently assigned to the item).
5. Set the Conversion Rate to 1.
6. Save the item.

Why is this necessary? By adding the existing unit with a 1:1 conversion, you strictly define the relationship between the old unit and any new units you might add. This ensures past reports remain accurate while allowing new transactions to flow correctly.