Supplier item codes

So, how do we track supplier item codes and descriptions nowdays ?

Back some months ago, we could do that with purchase items in settings and link multiple to say inventory item.

How about now?

Various things have been combined. Now there are Inventory Items and Non-Inventory Items. Both are under Settings and appear if associated tabs are enabled.

The old ones I had their link has been disconnected by the items in my inventory.
I have to find out once more what the supplier’s item code matched to my codes and inventory items now since my suppliers choice of codes and descriptions are wrong and vague.

So Please give me an example.

I buy item with
supplier code: x00525
description: console

and from another supplier with
supplier code : dkj2klk
description: electronic machine

And I sell it with
code: 10-001
desc: playstation 1

What should I do to track everything?

In my understanding a “non-inventory item” is just that. a non-inventory item that can be purchased or sold if wished and ticked but EVEN if you purchase it, you can’t see it under Inventory tab. So lets say I purchase 5 non-inventory items, they will be nowhere to be found. I could sell 6 of those.Correct?

So If I want to buy an Inventory Item , I don’t use the “non-inventory” in settings at all.
But I just use the Inventory menu, OUTSIDE the settings.
Ok that works, but how do you track supplier codes and naming like in the example above?

Sorry, @111, but I’m not an expert on inventory usage in Manager. I was just trying to answer your question about what happened to separate items, which have been combined. Someone else will have to answer your detailed questions.

@111 - do you combine these items and hold them as inventory for later sale or do you only combine them at the time of the sale.

If held as inventory - use Production Orders (converts various inventory into single inventory)
If at time of sale - use Inventory Kits (combines various inventory into a single sale)

No, a non-inventory item isn’t purchased or sold.
Non-inventory items relates to charges which occur regularly and don’t have to be re-created.
E.g. Delivery Fees, Postage & Handling, Service Fee, Call out, Mileage, Workshop Misc etc.

Make them inventory instead of non-inventory, then they can’t be over sold

As a clarification, non-inventory items can be sold. But they are only shortcuts for frequent invoice entries. They have no interaction with inventory.

They are not reallly combined but name changed.

I am buying the same Item I sell.

The difference might be the time of delivery and price of the supplier the code and description.

Until now I always

1 Created for each new supplier item code I encountered, a new purchase item and I connected it to an inventory account item that might be already connected with a 2nd or 3rd purschase item.

2 If I haven’t sold the item before, I might have not created an intentory entry yet, so I was also creating the inventory entry that I would connect to the purchase item I had created at the time of purchase.

3 If there was an item like, gasoline, I would create a purchase item linked to the account automobile expenses.
(Now its nicer as if it is something like enviromental fees, I have to sell them to the customer as I bought them as well from the supplier (charged not bought), and if its gas, I can’t sell it. But both non-inventory items.(but thats not our problem right now)

My biggest problem is 1 and 2. How to do them now, and what happened to the many connections I’ve made in the past, probably around 600.

1 and 2 could be solved IF I used “item name” to include all supplier codes/descriptions from every supplier into a single long cell. Something like ` x00525 console dkj2klk electronic machine (This is a playstation).

But that doesn’t change the fact, that a whole functionality was dropped for something better, without really a warning or a backup plan for whoever was using that functionality. so, what happened to those connected items in the past?

This is the functionality I am looking for. Down on that link.

I agree with you. There was a workaround which is no longer applicable.

The truth is that this issue would be officially addressed by “pricing levels”.

The idea is that you would be able to set default price (and default code) per customer/supplier.

Just so we are clear, the most important thing for you is to be able to create purchase orders where your suppliers would see their item codes, correct? If that’s the case, there is one workaround which you could use. And that is create those purchase items as “non-inventory items” and select them on purchase orders.

When you convert purchase order to purchase invoice, you will need to change the item to proper inventory item so purchase invoice will actually increase your inventory qty where required.

Lubos, this is not easy for me to say, since I have the highest of opinions and respect for the whole team of, but I believe I must.
a) Don’t implement on the stable and then take away. That is for alpha/beta/developer/edge/nightly versions call them what they are or supposed to be.
Stable is supposed to be production version. Something that if someone updates it, won’t screw with his data, or it will only take away problems, not cause any.
b) Give us the option to download older versions we can use until we change our minds.We can’t really tell from the update /new features post how EXACTLY to the last parameter the new toys will change the way we work, and I am pretty sure, you didn’t expect to throw to the garbage all the linking we did between supplier items and inventory items with the effect of causing us trouble and grief. (I was kinda trying to finish my work on weekend but due to changes, I couldn’t, since I was expecting a workaround.)

Other than that, you are doing a great job, and since I’haven’t yet given a dime for your awesome software , I can only contribute with my opinion and proposing it to other people to install it.Until I commit to it forever.


For the record, your Purchase Invoice Items or Sales Invoice Items which have been linked with Inventory Items are not deleted. They are just hidden in the latest version. This is because current version doesn’t really have a place for it (yet).

In my previous post, I have offered one possible workaround for the time being. You didn’t mention whether this workaround was acceptable or not. If not, why not.

I am sorry I didnt answer your question. I will right now.
The most important thing to me is the data entry part.

I place orders by phone rather than email. Most people do that in greece.
So, I get the invoice and want to do the data entry part
When a new code came forwared, I was just creating a purchase item once and that was it.
Then after a while and many new codes, I could 80% of the time (Due to new codes) directly enter the invoice details in manager, and those linked purchase items would go and automatically update the quantities in my inventory.

With the new system , there are 5 seperate and distinct ways I can enter data.
a) Non inventory item with nor sale or purchase option ticked.
b) Same with sale ticked
c) Same with purchase ticked
d) Same but both ticked
e) Inventory item

With A , I can’t really do anything from what I figured.
with B, I can use it on sale invoice, but it probably is something that can’t be physically stocked.
with C, I can use it on purchase invoice only
with D, I can use it on both , but that will not update my inventory
with E, I can use it on both , and will update my inventory.

Ok you know all these. But when I am looking for speed, I am piling the supplier purchase invoices infront of me,
I do my data entry by just writing what the invoice says without searching in my inventory with the equivalent code I use
and if a new code comes up, I either check if I need to enter it before I create the invoice, or I save the invoice, go to purchase items, create the link and connect to an existing inventory item I created in the past OR create a new one if I wish, and continue entering the data from the printed invoice to the digital one.

So the way I worked out a solution yesterday was , forget the fact of all the work I did in the past, and start fresh with using inventory items for physical items, and use the ITEM NAME to include EVERYTHING I need to find the right product. So my item names from “OILSEAL-30x60x10-VITON” went to “X32532-SEAL BLACK RTMVADF234-9981263546-OILSEAL-30x60x10-VITON”

And that is because a supplier of mine uses X32532 as a code and Seal black as item description and another uses RTMVADF234 item description and 9981253546 as an item code, while I prefer the OILSEAL-30x60x10-viton