Items
Items is your master catalogue of everything you buy and sell — physical products ("Goods") and non-physical work ("Services") — so they can be picked on invoices and bills with their prices, VAT and (for goods) stock already set.
📖 In plain words
Think of Items as your shop's price list. One card for every product and every service you deal in, holding its code, the price you sell it for, the cost you buy it at, and its tax rate. For physical products it also acts like the stock-room count that ticks down when you sell and up when you buy; for services it's simply a rate card with no shelf to empty.
01What you see on the screen
The Items tab has a form called ➕ Add Item / Service, and below it the Item Master list with these columns:
| Column | Meaning |
|---|---|
| Code · Name · Type | Your reference, the description, and whether it's Goods or a Service. |
| HSN/SAC · Unit | Its tax classification code and how you count it (pcs, KG, hour…). |
| Sale · Purchase | The price you charge and the cost you pay. |
| VAT% | The tax rate on it. |
| Stock · Stock Value | Quantity on hand, and that quantity × the purchase price. |
02Every field, explained
| Field | What to type | Example | Needed? | Why it matters |
|---|---|---|---|---|
| Code | A short unique code | LAP01 | Yes | Your internal reference. Must be unique. |
| Name | The description | Dell Laptop | Yes | Shown on invoices and lists. |
| Type | Goods or Service | Goods | Yes | Goods = a physical product you keep in stock. Service = work with no stock. |
| HSN / SAC Code | A tax classification code | 8471 | Optional | Groups the item for tax/customs reporting (HSN for goods, SAC for services). |
| Unit | How you count it | pcs, KG, hour | Optional | The unit of measure shown with quantities. |
| Sale Price | What you charge customers | 2500.00 | Optional | Fills in automatically on sales invoices. |
| Purchase Price | What it costs you | 1800.00 | Optional | Your cost; also used to value simple stock. |
| VAT % | The tax rate | 5 | Optional | UAE standard rate is 5%. Enter 0 for zero-rated/exempt. |
| VAT Category | Standard / Zero-rated / Exempt | Standard | Optional | See the important note below on how to make an item zero-rated. |
| Opening Stock | Starting quantity (Goods only) | 10 | Optional | Ignored for services and for warehouse-tracked items. |
| Track stock | No, or Yes (warehouses) | No | Optional | No = a simple count on the item. Yes = managed by the Inventory module per warehouse. |
| Tracking mode | Plain / Batch-lot / Serial | Plain | Optional | How units are tracked (only matters when Track stock = Yes). |
| Reorder level | Low-stock threshold | 5 | Optional | When stock drops to this number, the item is flagged for reordering. |
The three VAT categories, in UAE terms
| Category | What it means |
|---|---|
| Standard (5%) | Normal UAE VAT of 5% — most goods and services. |
| Zero-rated | Still a taxable supply you report, but at 0% (e.g. exports outside the GCC, certain medical/education). You can still reclaim VAT you paid. |
| Exempt | Outside VAT altogether (e.g. certain financial services, bare land, local passenger transport). No VAT, and generally no reclaim. |
🎯
To make an item zero-rated, set its VAT % to 0The VAT % is what actually drives the tax on an invoice. If you want an item treated as zero-rated, set its VAT % to
0 — on an invoice a standard item with a 0% rate is automatically handled as zero-rated. Use the VAT % field as your reliable control.03How to add a product you keep in stock
- Open the Items tab.
- Enter a Code (e.g.
LAP01) and Name (e.g.Dell Laptop). - Set Type to Goods.
- Optionally add an HSN/SAC code and a Unit (e.g.
pcs). - Enter the Sale Price (what you charge) and Purchase Price (your cost).
- Set VAT % to
5for standard UAE VAT. - If you're not using warehouses: leave Track stock = No and type your Opening Stock. If you are using warehouses: set Track stock = Yes, choose a Tracking mode, and leave Opening Stock at 0 (you'll add it as a warehouse receipt).
- Optionally set a Reorder level.
- Click Create Item.
04How to add a service
- Open the Items tab.
- Enter a Code (e.g.
CONSULT) and Name (e.g.Consulting Hour). - Set Type to Service.
- Optionally add an HSN/SAC code and a Unit (e.g.
hour). - Enter your Sale Price (your rate); Purchase Price is optional.
- Set VAT % to
5(or0if zero-rated/exempt). - Leave all the stock fields alone — they don't apply to services.
- Click Create Item.
05Rules & things to watch
🔑
Codes must be uniqueA duplicate code is refused with "Item code already exists".
📉
Stock only moves for GoodsSelling a product reduces its stock; services never change stock. You can't sell more of a product than you have — the app blocks it with "Insufficient stock".
🏬
Tracked items get their opening stock from InventoryIf you set Track stock = Yes, don't type opening stock here — add it through a warehouse Receipt on the Inventory screen, so the count and the accounts stay in step.
🔗
Items feed your invoicesOnce created, an item brings its price and VAT onto every invoice line automatically — so you set it up carefully once and save time on every document after.