Inventory Item Record

Use this guide when you need to create or review an Item before it is used in purchasing, sales, stock, manufacturing, or reporting.

The Item record controls whether NexWave treats something as stock, a service, a kit, a manufactured product, a fixed asset, or a template for variants. Getting this setup right prevents stock movements, purchase receipts, sales orders, production plans, and reports from behaving unexpectedly later.

Before you start

Confirm these details before creating or changing an item:

The item name and code your team will recognise on orders, invoices, stock reports, and labels.
Whether the item should hold stock in a warehouse.
The Default Unit of Measure and any other units the team buys, sells, or reports in.
The Item Group that should control reporting and default accounts.
Whether the item is bought, sold, manufactured, bundled, tracked as a fixed asset, or used only for accounting adjustments.
The warehouse, income account, expense account, tax, pricing, supplier, and customer-reference defaults the item should use.
Whether batch numbers, serial numbers, barcodes, expiry dates, or variants are needed from day one.

Do not create a temporary item for a real transaction unless the team has agreed how it will be cleaned up. It is harder to correct item setup after the item has stock ledger, sales, purchase, or manufacturing history.

Choose the right item setup

Use this table before creating the item.

Need	Recommended setup	Why
You buy, sell, receive, transfer, count, or manufacture physical stock	Maintain Stock ticked	NexWave tracks quantity and value in warehouses. The item can appear in stock entries, receipts, deliveries, stocktake, and stock reports.
You sell or buy a service, fee, freight line, rebate, warranty charge, goodwill credit, or adjustment	Maintain Stock unticked	The item affects accounting and reporting, but does not create stock ledger movements.
You sell one visible kit that is made from several component items at picking or delivery time	A non-stock parent Item plus a Product Bundle	The customer sees the kit, while warehouse documents use the component items.
You manufacture a finished item from raw materials and operations	A stock finished Item plus an active BOM	Production planning, work orders, raw-material consumption, operation costs, and finished-goods receipt depend on the BOM.
You need different sizes, colours, materials, or other controlled options	A template Item with Has Variants ticked, then variant items	The template controls shared attributes; each variant remains its own sellable or stock-tracked item.
You are buying an asset such as equipment or a vehicle	Is Fixed Asset ticked and Maintain Stock unticked	The asset should flow through fixed asset records and depreciation, not normal inventory.
You only need a report grouping category	Item Group, not an item	Item groups organise items. They are not used directly on transactions.

If you are unsure whether a setup should be a Product Bundle or a BOM, use this rule: a bundle is for selling a kit from existing components; a BOM is for manufacturing or assembling a finished item through a production process.

Step 1: Create the base item

Search for Item.
Click New.
Set Item Code and Item Name.
Select Item Group.
Set Default Unit of Measure.
Decide whether Maintain Stock should be ticked.
Tick Has Variants only if this is a template item.
Tick Is Fixed Asset only for items that will become fixed asset records.
Save.

Item details tab showing basic item fields

For normal inventory items, leave Maintain Stock ticked. For services, freight, rebates, and adjustment items, leave it unticked.

Step 2: Review stock settings

For stock items, open the inventory section and review:

Valuation Method, if this item needs a method different from the system default.
Shelf Life In Days and End of Life, if the item expires or should stop being used after a date.
Barcodes, if warehouse, retail, or dispatch teams scan the item.
Reorder level based on Warehouse, if replenishment planning should warn when stock drops below a minimum.
Has Batch No or Has Serial No, if each transaction must identify a batch or individual unit.

Item inventory tab showing stock tracking fields

Use batch or serial tracking only when the operational process really needs it. It adds control, but it also adds required selections on purchase receipts, stock entries, deliveries, manufacturing entries, and stocktake.

Step 3: Add company defaults

In Item Defaults, add one row per company that uses the item.

Review these values:

Field	Use
Company	The company the defaults apply to.
Default Warehouse	The warehouse NexWave suggests for stock transactions.
Default Price List	The price list NexWave can use when the item is bought or sold.
Default Supplier	The supplier NexWave suggests for buying workflows.
Default Expense Account	The account used for buying or expense postings when no more specific rule applies.
Default Income Account	The account used for sales postings when no more specific rule applies.

Item defaults table for company-specific setup

Set these defaults before the item is used on live transactions. Missing account or warehouse defaults are a common cause of draft purchase orders, purchase receipts, sales invoices, and stock entries needing manual correction.

Step 4: Set purchasing and supplier details

Open the purchasing section and review:

Allow Purchase: tick this when users may buy the item.
Supplier Items: add supplier part numbers or supplier-specific references where needed.
Delivered by Supplier (Drop Ship): tick this only when the supplier ships directly to the customer.

Use supplier part numbers when supplier documents use a code that differs from your Item Code. This keeps purchase orders readable without changing your internal item coding.

For drop shipment items, make sure the supplier setup is complete before sales users rely on the item. Drop shipment flows create supplier-facing purchase documents from the sales process.

Item purchasing tab showing supplier details

Step 5: Set sales and customer details

Open the sales section and review:

Allow Sales: tick this when users may sell the item.
Max Discount (%): set a limit if sales users should not discount beyond a defined percentage.
Customer Items: add customer item codes where customers order using their own reference numbers.

Use customer item references when the same physical item is known by different customer part numbers. This helps quotations, sales orders, and invoices stay clear without creating duplicate item records.

Item sales tab showing customer item details

Step 6: Add related structures when needed

After the base Item is saved, create related records only when the business process needs them.

Related setup	When to add it	Review before use
Product Bundle	The customer buys a kit, but warehouse users pick the kit's component items.	The parent item should normally be non-stock, and every component row should have the correct Item, Qty, and UOM.
BOM	The item is manufactured or assembled before sale or internal use.	The BOM should be Is Active and Is Default, with correct Item, Quantity, Items, Operations, and Scrap Items where used.
UOM Conversion Detail	The team buys, sells, or counts in units different from Default Unit of Measure.	Conversion factors must match the real business unit, for example each to carton or kg to gram.
Variant items	The item has standard sizes, colours, materials, or other attributes.	The template should have Has Variants ticked before variants are created.
Batch or serial settings	The item must be tracked by lot, expiry, warranty identity, or individual unit.	Confirm the team is ready to capture the required details on every stock movement.

Do not use a product bundle when the team needs production planning, work orders, work-in-progress stock, operation costs, or manufactured finished goods. Use a BOM and the manufacturing workflow instead.

Product Bundle showing component items for a sellable kit

Step 7: Check the item before live use

Before the item appears on live documents, run this review:

The Item Code and Item Name are final enough to appear on customer and supplier documents.
Disabled is unticked.
Item Group is correct for reporting.
Default Unit of Measure and any conversion rows are correct.
Maintain Stock matches the operational reality.
Allow Purchase and Allow Sales are correct.
Default Warehouse, Default Expense Account, and Default Income Account are set where needed.
Batch, serial, barcode, and expiry settings are complete before the first stock movement.
Product bundle, BOM, or variant setup exists where the item depends on it.
A responsible user has checked a draft purchase, sales, stock, or manufacturing document with the item before the first real posting.

Updating an item after transactions exist

Some item fields can be changed safely, such as descriptions, images, supplier part numbers, customer part numbers, and some defaults.

Be careful with changes that alter the item's accounting or stock identity:

Do not change Maintain Stock after the item has stock, purchase, sales, or manufacturing history unless your NexWave administrator has reviewed the consequences.
Do not turn on Has Batch No or Has Serial No after stock already exists without a controlled transition plan.
Do not reuse an existing item for a different physical product or service. Create a new item and disable the old one if the business meaning has changed.
If the wrong Item Group or account defaults have already affected submitted transactions, review whether the transactions need correction as well as the item.

Troubleshooting

Issue	What to check
The item does not appear on a purchase order	Confirm Allow Purchase is ticked, Disabled is unticked, and the item is valid for the selected company.
The item does not appear on a sales order or invoice	Confirm Allow Sales is ticked, Disabled is unticked, and the item has the right sales defaults.
A stock transaction asks for a warehouse	The item is stock tracked. Set Default Warehouse in Item Defaults, or select the correct warehouse on the transaction.
A purchase or sales document asks for an account	Review Default Expense Account or Default Income Account in Item Defaults, and check whether the Item Group also has defaults.
The item cannot be counted in stocktake	Confirm Maintain Stock is ticked. Non-stock items do not appear in stock quantity workflows.
A sales order does not appear for production planning	Confirm the sold item has a valid BOM and that the sales order row is for the item that should be manufactured.
A kit sells correctly but the wrong components appear	Review the Product Bundle linked to the parent item and check every component Item, Qty, and UOM.
Users are asked for batch or serial numbers unexpectedly	Check Has Batch No and Has Serial No. If these were enabled by mistake after transactions started, ask your NexWave administrator to plan the correction.
The item appears in reports under the wrong category	Review Item Group. If historic reports matter, check whether old transactions need reclassification.