Add and import items

An item is anything you sell, buy or count in stock. Add your items one at a time from Inventory → Items → New item, or load the whole catalog at once from a spreadsheet with Import items.

Before you start

• The owner and the manager add, edit and import items, as does anyone whose role holds the Manage items permission.
• Quantities are not entered here. The stock you hold on day one comes in through opening balances; after that, purchases add to it and sales take from it.

Add one item

1. Open Inventory → Items and press New item.
2. Choose the Item type:
   • Stocked item for goods counted in stock and sold from their balance.
   • Nonstock item for goods you sell without tracking a balance.
   • Service for anything that is not goods at all, such as installation.
   • Kit for a group of items sold as one line.
   • Preassembled bundle for a kit you assemble ahead from its components, with its own stock.
3. Type the SKU, or press Generate to get the company's next code.
4. Scan the Barcode if the box has one. It is optional, and cashiers use it to scan at the till.
5. Enter the Name as you want it on the receipt, then choose the Category and the Unit.
6. Enter the Avg cost and the Selling price. Set a Reorder threshold if you want Sahab to warn you when stock runs low.
7. Press Save, or Save & new to go straight to the next item.

Note: The Item type locks after the item's first stock movement or document. The Avg cost follows the stock value once the item holds stock, so it can't be typed.

Options you sometimes need

• Open price — the till asks for the price at each sale: for things without a fixed price, such as Miscellaneous. The cashier types the price at each sale.
• This product comes in variants (e.g. sizes or colors): turn it on for a product that comes in sizes or colors. The product itself is never sold. After saving, you generate the variants on the item page, and each variant gets its own SKU, barcode, price and stock.

Import the catalog from a file

1. On the Items page, press Import items.
2. Press Download template and fill one row per item. If you work in Excel, save the file as CSV UTF-8.
3. If some items already exist and you want to change them, turn on Update items whose SKU already exists. With it off, every existing SKU counts as a problem.
4. Press Choose file and check. Nothing changes yet.
5. Read the Check before importing panel: it shows how many New items, Items updated and Rows with problems there are, with the row, column and reason for each problem.
6. If there are problems, fix them in your spreadsheet, then press Upload another file.
7. When no problems are left, press the import button that shows the number of items. You see Import finished.

Tip: Either every row goes in or none does, so a half-finished import can't happen. If the file names a category or unit that doesn't exist in Sahab yet, Sahab creates it.

The file takes stocked items, nonstock items and services only. Add a Kit, a Preassembled bundle or a product with variants from New item, because they need their components and variants.

Keep track of items

• Search by SKU, barcode or name, or filter the list by category and type.
• Tick Low stock only to see what has reached its Reorder threshold or run out.
• Items are never deleted. When you stop selling one, press Archive on its row: it stays on past movements and drops off the active lists.

What's next

• Organize categories and units — group your items and set how they are counted.
• Track locations and stock levels — see how much of each item you hold, and where.
• Opening balances — enter the stock you hold on day one.