Items Module Overview

The Items module in Exsited is used to manage and maintain all inventory-related entries across the organisation. This includes standard items, variations, bundles, family, gift certificate and direct cost. Users can track availability, manage stock levels, configure pricing, and associate items with different workflows such as invoicing, purchasing, and selling.

Item Configuration – General Settings

Navigate to: Settings → General Settings → Item

Item Type Enablers:

Toggle available item types based on your organisation’s needs:

Feature	Purpose
Enable Variation Based Item	Allows multiple product variants
Enable Gift Certificate	Activate digital gift items
Enable Bundle	Combine multiple SKUs into a single bundle
Enable Direct Cost	For services or expenses with no inventory
Enable Family Cost	Categorise items under families
Enable Item Grouping	Group similar items for filtering and reporting

Workflow and Management Enablers:

Feature	Status	Notes
Require Name to Be Unique	✅	Prevents duplicate item names
Enable Item Management	✅	Assign default item managers
Enable Workflow Approval for Items	✅	Adds governance for item creation
Default Group / Manager	Optional	Pre-filled values during item creation

Sales and Purchase Configuration

Feature	Toggle	Notes
Enable Sales	✅	Activate sales module for items
Charge Types	✅ One-off, Recurring, Metered
Enable Purchases	✅	Item can be procured via Purchase Orders
Tax Inclusion	✅	Applies to both purchase and sales pricing
Purchase Cost Rule	Default Purchase Price	Used in margin and reporting calculations

Inventory Configuration

Setting	Description
Enable Inventory Management	Toggle full stock tracking
Enable Warehouse Management	Supports warehouse-specific stock levels
Inventory Adjustment Rules	Define how available quantity is calculated (e.g., Quantity On Hand + Quantity Promised)
Enable Serialization	For items requiring unique IDs (e.g., electronics)
Enable Batch Tracking	Track by production or expiry batches
Enable Inventory Costing	Supports FIFO/LIFO/Weighted Avg costing methods
Enable Back Order	Allow placing orders even with zero stock

Item List View

In the Item List View, users can:

• View all items with key columns:
  • ID: System-generated unique item ID (e.g., ITEM-0017)
  • Item Name: The designated product name
  • Stock Available: Real-time stock quantity available
  • Active Orders: Number of active orders involving the item
  • Created By and Created On: Shows who created the item and when

Filtering Options:

• Filter by Status, Type, Group, Manager, or use the search bar for quick access.

Buttons:

• Create Item: Add a new item
• Refresh: Reload the item list
• Column Configure: Show or hide specific columns in the item table

Create New Item

Clicking on the Create Item button will open the item creation form, where users can configure item properties.

Item Information:

Item Settings:

Item Types Explained:

Type	Description
Standard	Default item for selling or purchasing
Variation	Used when an item has multiple variations (e.g., colour-size)
Bundle	Combination of multiple items sold together
Family	Grouping for categorisation or reporting
Gift Certificate	Non-physical, redeemable value product
Direct Cost	Non-inventory cost, such as a one-time service fee

View Item Details

In the Item List View → Select Item

Sale Details

The Sale Details tab outlines how an item is configured for sales transactions within the system. It includes settings such as charge type (e.g., one-off, recurring), pricing method (standard or custom), and price type (per-unit or volume-based). Users can define default sale prices, determine whether prices are tax-inclusive, and assign accounting codes for sales revenue. Additional configurations include enabling or disabling back orders, setting pricing levels, and aligning payment terms, fulfilment methods, and invoicing preferences with organisational policies or customer agreements.

Purchase Details

The Purchase Details tab governs how the item is handled in procurement workflows. It captures key information such as purchase price type, default purchase price, tax treatment, and accounting codes for cost allocation. Users can specify whether purchase prices include tax and define purchase order notes if needed. Purchase properties like receive mode and receive term ensure that the receipt of goods aligns with operational requirements, providing clarity and structure to the item’s purchasing process.

Inventory Details

The Inventory tab in Exsited allows users to manage item-level stock operations by linking each item to a designated warehouse (e.g., Victoria Packing Warehouse), enabling features like reordering, low stock notifications, inventory costing, and batch tracking. It displays real-time inventory metrics such as Quantity on Hand, Quantity Promised, and Quantity Available, calculated based on system-defined rules. Users can also view detailed transaction logs and perform actions like adding inventory or conducting stock assessments, ensuring accurate control and visibility over stock levels across warehouses.

Notes

The Notes tab provides a space to document internal comments, special handling instructions, or collaborative messages related to the item. This feature promotes effective communication among team members by allowing users to add and track notes over time. It’s particularly useful for logging contextual information, vendor instructions, or customer-specific requirements that are not captured in standard data fields, supporting better operational awareness and accountability.

Relevant Records

The Relevant Records tab centralises access to all related documents and transactions associated with the item. This includes sales orders, invoices, quotes, fulfillments, purchase orders, purchase invoices, receipts, and return authorisations. Users can quickly reference the item’s complete transaction history through dropdown filters, facilitating audits, operational reviews, and informed decision-making. This tab ensures transparency and traceability throughout the item’s lifecycle.

Integrated Apps

The Integrated Apps tab displays the external systems and platforms with which the item can be synchronised, such as accounting software, e-commerce platforms, or job management tools. Each integration (e.g., Xero, MYOB, BigCommerce, AroFlo) shows whether the item is currently linked, and provides options to link, open, or export data. This centralised view supports seamless multi-platform data consistency and simplifies integration management for administrators.

Item Actions

After an item is created in the Items module, users can manage it further using the three-dot (ellipsis) menu available on the right side of each row. These actions help users maintain, organise, or restrict access to items as needed.

Action	Description
Deactivate Item	Temporarily disables the item so it can't be selected in future transactions.
Delete Item	Permanently removes the item from the system
Edit Item Information	Opens the item form to update fields like name, description, stock values, or type
Lock Item	Prevents the item from being edited or modified
Pin Item	Keeps the item at the top of the list for quick access

Notes

• System Generated ID ensures item uniqueness.
• All created items are timestamped for tracking.
• Users must ensure that at least Item Name and Item Type are selected to proceed with saving.
• You can draft the item to save progress or create it to finalise.