Adding and editing item types: Main info

Introduction

Item types represent the individual products, services, labors, components, or materials in your system. They serve as the building blocks of your inventory, each defined with unique attributes, configurations, and settings. These settings include descriptions, pricing, default vendors, images, and more, enabling precise tracking, management, and reporting.

Item types inherit many of their properties from their assigned item group, such as measure units, attributes (if set), and default behaviors. This structure ensures consistency while allowing further customization at the item type level. For example, while measure unit groups and custom attribute lists are defined at the item group level, individual item types can specify unique default values and descriptions.

Item types are versatile and can be used across various system functions, such as inventory, job orders, and invoices. They can be added, edited, or imported through different tools and interfaces, ensuring flexibility in their creation and management.

Creating Item Types

Item types can be created in several ways, offering flexibility to suit different workflows. Below are the available methods for creating item types:

  1. Using the “Create New” Button: The Create New button is located on the toolbar of the Item Types List. Clicking this button opens the Item Type Detail Form, where you can define the key values for the new item type, such as its group, name, SKU, and measure units. Additional fields may be displayed based on the selected item group settings.
  2. Import Tool: Use the Import Tool to bulk import item types. This option is available under Administration → Import Tool → Item Types. The import process is suitable for adding large quantities of item types efficiently.
  3. Shopify Sync: Synchronize item types from Shopify. This method requires additional setup and development attention to define the criteria for syncing. Shopify Sync is ideal for businesses using Shopify as part of their e-commerce operations.
  4. Quick Add Form: The Quick Add Item Type form is accessible via Add New → Quick Add Item Type. This form offers a simplified interface for creating basic item types quickly, without requiring detailed configuration.
  5. Item Type Wizard: The Item Type Wizard is a visual and guided tool for creating item types. It is accessible via Add New → Item Type Wizard or the Wizard Wand icon, which is available on the Item Types List toolbar and in other forms like Add Job Order Item. The wizard is especially useful for creating more complex item types or when visual input is preferred.

Item type: Main info

Default Fields (Always Visible)

These fields are always visible when adding a new item type, regardless of the item group:

  • Group: Select the item group to which the item type will belong. The group determines default settings and inherited attributes.
  • Name: Enter the name of the item type.
  • SKU: Specify the SKU for the item type. If the Item type SKU is auto-generated option is enabled in the item group settings, the SKU will be automatically generated based on the defined formula.
  • Display Name: Provide a user-friendly name for the item type, useful for displays or reports where the full name might be too long.
  • Description: Add a description for the item type. If the item group settings enable auto-generated descriptions, the description will be pre-filled.
  • Primary Measure Unit: This field defaults to the primary measure unit defined by the item group but can be changed to any unit from the same measure unit group.
  • Archived: Use this checkbox to archive the item type, marking it as inactive while keeping its details stored in the system.
  • Images: Add images to the item type. Multiple images can be uploaded, allowing a comprehensive visual representation.
Additional Fields (Visible Based on Item Group Settings)

The following fields are only visible if the selected item group is configured to enable them:

  • Description 2: Appears if the Item types have Description 2 option is enabled in the item group settings.
  • Secondary Measure Unit: Available if the Item types have secondary M.U. setting is enabled.
  • Default Unit Amount: Appears if the Item types have unit amount option is enabled.
Additional Buttons

 

  • Edit Item Group: This button is visible next to the group selection list only if an item group is selected.
    • Functionality: Opens the Item Group Details form, allowing users to view or edit the settings of the currently selected item group.

  • Open Current Inventory: Opens the Current Inventory tab in a new window. The Item Type filter on that tab is automatically pre-selected with the current item type, allowing users to view its inventory details directly.

  • Generate SKU: This button is visible only if the Item Type SKU is Auto Generated option is enabled in the item group’s settings.
    • Functionality: Generates a new SKU for the item type based on the formula defined at the item group level. Useful for maintaining consistent SKU patterns across item types.
Special Fields for Metals (Pure Metals and Alloys)

If the selected item group is designated for metals – Pure metals (MET) or Alloys (ALL) -, the following additional fields will be visible:

  • Linked Item: Specify another item type linked to this item type. (?)
  • Metal Weight: Define the weight of the metal. (?)
  • Wax Weight Multiplier: Enter a multiplier used to calculate the wax weight of the item. (?)
  • Density: Specify the density of the material. (?)

Item type: Item type’s settings

Price & Cost

The Price & Cost tab is designed to configure how an item type’s cost and prices are calculated and displayed in the system. It provides options for setting cost calculation methods, applying markups or discounts, and defining pricing strategies. This flexibility ensures that item costs and prices align with various business models and industry-specific requirements.

Users can choose from different calculation methods, such as fixed costs, component-based costs, attribute-based costs, or market-based calculations (e.g., for metals). Markups or discounts can be applied as flat fees or percentages, influencing the item’s sales and total prices.

Additional options like labor charges and quantity discounts provide further customization to pricing. Labor charges can be added to the item’s sales price to compute the total price, while quantity discounts enable dynamic pricing based on order volume thresholds.

This tab ensures precise and adaptable cost and pricing management, catering to diverse business needs.

Cost

Fields in the Cost Area
  • Cost Type
    Specifies the method used to calculate the item’s cost. The following options are available:

    • Fixed: The cost is a predefined, unchanging amount.
    • Component Based: The cost is determined by summing the costs of the item’s subitems (components).
    • Attribute Based: The cost is calculated based on specific attributes defined for the item type.
    • Market Based: The cost is determined dynamically based on market data (e.g., material price fluctuations).
  • Base Cost
    Defines the initial cost of the item before applying any adjustments or markups.
  • Markup
    Adds a profit margin or discount (if the entered value is negative) to the Base Cost. Markup (or discount) can be defined in one of two ways:

    • Percentage (%): The markup is calculated as a percentage of the Base Cost.
    • Flat Fee ($): A fixed dollar amount is added to the Base Cost.
  • Sales Cost
    Represents the sum of the Base Cost and the Markup.
  • Additional Markup
    Works similarly to the Markup field, allowing either a percentage or flat fee. This field was added to accommodate cases where both types of markups are required. For example, a percentage markup may represent standard profit margins, while a flat fee could account for fixed operational costs. Negative values can also be entered here to apply a discount.
  • Cost
    Represents the intermediate calculated cost of the item after applying the Base Cost, Markup, and Sales Cost adjustments.
  • Labor Cost: This field is visible only when the Includes labor charge checkbox is enabled in the Sales Price area and at least one labor type is selected in the Labor Type(s) section. It displays the total costs of all selected labor types.
  • Total Cost
    Shows the final cost of the item, calculated by combining the Base Cost, Markup(s), and any additional adjustments, including Labor Cost.

Sales price

Fields in the Sales price area
  • Pricing Type: Specifies the method for calculating the item type’s base price. The available options are:
    • Fixed
      • A manually set value entered as the Base Price.
    • Market Based
      • Automatically calculated based on metal market data.
      • Commonly used for metals to reflect dynamic pricing based on market fluctuations.
    • Component Based
      • Derived from the total price of the item type’s subitems (components).
      • Each subitem’s Total Price contributes to calculating the base price of the main item type.
    • Attribute Based
      • Determines the base price based on the item type’s attribute values.
      • Note: If this option is selected, two additional icons will appear next to the Pricing Type selection list:

        • “Manage Item Group Attribute Based Prices”
        • “Manage Item Type Attribute Based Prices”

        Clicking either icon opens the Attribute Based Price List form. The key differences are:

        • Item Group Attribute Based Prices: Allows defining cost, price, and retail price for various attribute variations at the item group level. These settings apply to all item types within the group.
        • Item Type Attribute Based Prices: Enables setting attribute-based price variations for the specific item type only, overriding group-level settings.
    • Cost Based
      • Calculated using the item type’s Total Cost (from the Cost area), including any applied markups or discounts.
  • Base Price
    Displays the initial price based on the selected Pricing Type.
  • Markup
    An additional percentage (%) or flat fee ($) added to or subtracted from the Base Price. Negative values apply a discount.
  • Sales Price
    The calculated price based on the selected Pricing Type and the Markup. (Base Price + Markup)
  • Includes Labor Charge
    A checkbox that, when enabled, includes labor charges in the item’s sales price.
    When checked, the following additional options appear:

    • Override Subitem Labor Charges: Checkbox to ignore labor charges from subitems and only apply the selected labor types. (?)
    • Labor Type(s): A multi-select field to add one or more labor types to the item.
    • Labor Charge: Displays the total price of all selected labor types.
  • Total Price
    The final sales price of the item, calculated as: Sales Price + Labor Charge(s)
Manage Labor Units Button

When the Includes Labor Charge option is enabled and at least one labor type is selected in the Labor Type(s) field, a new button labeled Manage Labor Units appears.

Manage Labor Units Form

Clicking the Manage Labor Units button opens the Manage Labor Units Form, where the selected labor types can be reviewed and customized. The form includes the following columns:

  • Labor: Displays the name of the labor type.
  • Cost: The cost of the labor, as defined at the item type level.
  • Price: The price of the labor, as defined at the item type level.
  • Unit: The number of units of the selected labor type. This field is editable.
  • Total Cost: Automatically calculated as: Unit × Cost
  • Total Price: Automatically calculated as: Unit × Price
  • Delete Button: Removes the selected labor type from the list.

This form provides flexibility in customizing the labor charges for the item type, allowing you to adjust unit amounts for each labor type and review the corresponding costs and prices.

Retail Price Area

Note: The retail price is only calculated or applied for customers who belong to a customer category with the “Use retail prices” checkbox enabled. For all other customers, the price is determined based on the Total Price from the Sales Price area.
If the “Use retail prices” setting is enabled for a customer category (found under CRM → Categories → Category Detail), all customers within that category will automatically be assigned these retail prices on any document (SO, PQ, JO, etc).

The Retail Price area allows you to define how the retail price of an item type is determined.

Fields in the Retail price area:
  • Retail Pricing Type: A dropdown selection list offering the following options:
    • Fixed: Enables the user to manually enter a fixed retail price in the Retail Price field.
    • Wholesale + Markup: Uses the Sales Price from the Sales Price area as the base and applies an additional markup or discount (negative values allowed).
      • Retail Markup: This field is displayed only when this option is selected. It allows you to specify the markup/discount, which can be either:
        • A percentage (%)
        • A flat fee ($)
      • The Retail Price is calculated as: Sales Price + Retail Markup
    • Component Based: Automatically calculates the retail price based on the sum of the Retail Prices of the item type’s subitems (components).
    • Attribute Based: Determines the retail price based on the attribute values assigned/selected on the item type.The price is calculated according to the retail prices defined in the Attribute Based Pricing forms.
  • Retail Price: Displays the final calculated retail price of the item type based on the selected Retail Pricing Type and its associated settings.

Price Adjustment Tab

The Price Adjustment tab is the second tab on the Item Type Settings area but is only visible if the setting Use Min/Max Price Adjustment on Item Types is enabled in Administration → Admin Settings → Form Settings. This feature ensures price consistency and prevents manual errors in pricing.

Elements on the Tab
  1. Define Min/Max Prices (Checkbox)
    • Functionality: When checked, the Min/Max Price form appears, allowing users to define the minimum and maximum price for the item type.
  2. Min/Max Price Form
    • Minimum Price: Specify the lowest allowable price for the item type.
    • Maximum Price: Specify the highest allowable price for the item type.
Behavior
  • If the price of the item type on any screen is lower than the defined minimum price, the system will automatically adjust it to the minimum price.
  • Similarly, if the price is higher than the defined maximum price, the system will automatically adjust it to the maximum price.

Misc Info tab

The Misc Info tab provides advanced settings for managing the behavior of item types in inventory and when added to various orders.

Vendor Area
  1. Default Vendor
    • A selection list containing all the vendors configured in the system.
    • This is the default vendor associated with the item type. When generating a purchase order for this item type (e.g., via a Job Order or Sales Order), the system will use this vendor by default.
  2. Vendor SKU
    • A unique identifier for the item as recognized by the vendor.
    • Useful for streamlining communication and orders with the vendor.
Tracking Area
  1. Track Item Quantity
    • Functionality:
      • Automatically checked if the Track quantity for item types by default setting is enabled at the item group level.
      • When enabled, the system tracks the quantity of this item type in inventory.
      • Ensures the item type appears in Quantities/Enter Item Weight forms for better management.
  2. Track Inventory Location
    • Functionality:
      • Automatically checked if the Track location for item types by default setting is enabled at the item group level.
      • When enabled, the location of the item type in inventory is tracked.
      • Upon activation, the Location Area becomes visible.
Location Area
  1. Default Location
    • Displays a list of all available inventory locations.
    • Locations are configured under Configuration → Inventory Settings → Inventory Locations.
    • The default location for the item type can be overridden at different stages (e.g., Sales Orders, Job Orders, Inventory).
  2. Location Path
    • Shows the hierarchical path of the selected inventory location.
    • For multi-level locations, the path displays parent locations separated by a > symbol (e.g., Parent Location > Sub-Location)
Inventory Settings Area

Primarily used for managing inventory restocking:

  1. Min Inventory Level
    • If the item group setting Min/Max inventory level is enabled, this field is automatically populated with the group’s default value.
    • Users can overwrite the group setting with a custom value for each item type.
  2. Max Inventory Level
    • Functions similarly to the Min Inventory Level field.
    • If the item group setting Min/Max inventory level is enabled, this field is pre-filled but can be customized.
  3. Reorder Quantity
    • If the item group setting Reorder quantity is set, this field is also pre-filled with the group’s default value.
    • Users can overwrite this for individual item types.
  4. Receive Parent Item with RG
    • A specialized field requiring PIRO Support setup.
    • Purpose:
      • Defines a Parent Item Type linked to the current item type.
      • Upon receiving the current item type via a Purchase Order (PO) / Receiving Goods (RG), the system will perform the following inventory movements:
        • Add the received quantity of the current item type to the inventory.
        • Add the Parent Item Type to the parent’s default location.
        • Deduct ALL the first-level subitems of the parent item type from inventory.
        • Subitem deductions occur from the location specified on the PO/RG document.
Product Catalog Settings area

  1. Show in Product Catalog
    • A checkbox that, when enabled, allows the item type to be displayed in product catalogs on the Customer Portal.
  2. Can Be Added to Multiple Product Categories
    • Visibility: This option appears only if Show in Product Catalog is enabled.
    • Allows the item type to be assigned to multiple product categories instead of a single category.
  3. Product Category
    • A list of available product categories. Configured under Products → Product catalog
    • Behavior:
      • It functions as a single-select list by default, listing all the available catalogs.
      • If Can Be Added to Multiple Product Categories is enabled, it becomes a multi-select list, allowing assignment to multiple categories.
  4. Catalog Price is Overridden
    • Visibility: Displays only when Show in Product Catalog is enabled.
    • A checkbox that enables the user to override the default price of the item type specifically for the product catalog.
  5. Catalog Price
    • Visibility: Displays only if Catalog Price is Overridden is checked.
    • Allows the user to specify a custom price for the item type to be displayed in the catalog, independent of its default pricing settings.
  6. Featured Product on Portal
    • A checkbox to mark the item type as a featured product.
    • Functionality: Adds the item type to the Featured Section of the Customer Portal for better visibility.
  7. Rank
    • Specifies the item’s rank within the product catalog.
    • Used to determine the order in which items are displayed within a category or catalog.
Other area

  1. Assign Exclusively to Customer
    • A dropdown list of customers.
    • Functionality: If a customer is selected, this item type can only be added to jobs for that specific customer.
  2. Assign Exclusively to Customer Group
    • A dropdown list of customer groups.
    • If a group is selected, only customers within that group can have this item type added to their jobs.
  3. Specific Gravity (??)
    • Used for calculations requiring the material’s density or weight properties.
  4. Master Item
    • A Master Item Type acts as a parent item for a group of related child items, establishing a hierarchical relationship. The child items are linked to this master item, allowing for better organization, filtering, and searching.Key Uses of Master Items
      • Search and Filtering:
        Searching for a master item in Fusion will also display all its related child items. Similarly, searching for a child item will include the master item and its siblings in the results. This feature is supported across all item type filters, including Job Orders (JO), Sales Orders (SO), Purchase Quotes (PQ), Invoices, Inventory, and more.
      • Customer Portals:
        In customer portals, master items simplify the browsing experience. For example:

        • A master item represents a product, while its child items represent variations (e.g., different metal types or sizes).
        • Customers see only the master item initially and can select their preferred variation, which maps to a child item.
      • Shopify Integration:
        In Shopify, a product with variants (e.g., PRODUCT1-WG, PRODUCT1-YG, PRODUCT1-RG) is mapped as a master item (PRODUCT1) with the variants as its child items. This approach keeps the items logically grouped in the system.

Admin Settings Affecting Master Items

  1. Search by Master Item and Related Child:
    • If enabled, searching for a master item displays its child items, and vice versa.
    • Use this for streamlined searches, such as finding all size or metal variations grouped under a master item.
  2. Hide Master Items on Add Item Form (Inventory/Item Type Pricing Settings):
    • Prevents master items from being added to JOs, SOs, etc.
    • Ensures only child items are selectable for orders, while the master item remains a collective reference.

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  1. Lead Time (Calendar Days)(?? more info)
    • The time required to produce or acquire this item type, expressed in calendar days.
  2. Warning
    • A customizable text field for displaying important notes or warnings about the item type.
    • Impact:
      • The warning message is displayed on documents such as Job Orders (JO), Sales Orders (SO), Invoices, and others whenever the associated item type is selected, ensuring visibility of critical information during key processes.

      Behavior:

      • The warning is triggered when the item type is manually selected in the document.
      • If the item type is added via scanning, the warning message does not appear.
  3. Ignore Item in Sales Tax Calculation
    • When enabled, this item type is excluded from the sales tax calculation on invoices.
  4. Used as Deposit Item
    • A checkbox to designate the item type as a deposit.
    • Use Case: Allows the item type to function as a deposit request in workflows.
  5. Deposit Rate
    • Visibility: Displays only if Used as Deposit Item is checked.
    • Allows assigning a percentage value (%) to be used as the required deposit amount.
  6. Requires Connection to JO When Adding to Invoice
    • When enabled, requires the user to link the item type to a specific job order (JO) when adding it to an invoice.

    Note:

    • The Used as Deposit Item and Requires Connection to JO When Adding to Invoice settings are often used together to support workflows where a deposit is collected before initiating work.
    • For example:
      1. Create a deposit item type with a specific percentage.
      2. When a job is created, issue an invoice with this deposit item type.
      3. Select the job in the invoice item screen, and the system will automatically calculate the deposit amount based on the Deposit Rate and the total job value.
  7. Own Routing Services
    • A checkbox to define if the item type has its own workflow or set of services.
    • Can override the Has Own Routing Services setting from the item group level.
    • If enabled, and the item type is added to a job, the system prompts the user to confirm whether the specified services should be added to that job.
  8. Workflow
    • Visibility: Displays only if Own Routing Services is checked.
    • A dropdown list of all available workflows for selection.
  9. Add Service
    • A button that opens the Add New Service form, allowing users to add a service to the routing list.
  10. Delete All
    • A button that removes all services currently added to the list.
Invoice & subitem settings area

  1. Parent Invoice Service (???)
    • A dropdown list of available services.
    • Allows linking the item type to a parent invoice service for better organization and grouping on invoices.
  2. Show Item on Printed Invoice
    • When enabled, the item type can appear on printed invoices with a different name. Typically used together with the “Show on Invoice As” field to override the default name of the item type.
  3. Show on Invoice As
    • Visibility: Displays only if Show Item on Printed Invoice is checked.
    • Functionality: By default, the item’s name will be displayed on the invoice. However, this field allows specifying a custom, customer-friendly name for the product if needed.
  4. Skip Weighted Average Cost Recalculation During Invoicing
    • Functionality: Skips recalculation of the item’s weighted average cost (WAC) during invoicing.
    • Use Case: Relevant only if the WAC setting (Use Current Inventory Average Cost for Item’s Cost) is enabled at the item group level.
  5. Do Not Invoice This Item
    • When enabled, the item type will not appear on or be added to invoices.

Default Attributes Tab

The Default Attributes tab is available when the selected item group has a Custom Attribute List assigned. It provides options to define default attribute values and limit attribute options specific to the item type.

This tab displays all attributes from the Custom Attribute List assigned to the item group. These attributes can be customized for each item type.

  • Default Attributes: Default values for each attribute can be set at the item type level. These default values are automatically applied when the item type is used in documents such as Sales Orders, Job Orders, or Inventory. However, they can be overridden as needed on individual documents.
  • Manage Button: The Manage button will open the Attribute List for editing. Any changes made here will affect all item groups and item types that use this attribute list. Use this option carefully, as it can have system-wide implications.
  • Limit Available Options for List-Type Attributes: This link opens a form that allows users to restrict the available values for list-type attributes specifically for this item type. Selected values in this form will be the only options visible for this attribute on any document where this item type is used.

Timekeeping Tab

The Timekeeping tab allows you to assign specific activity types to the item type for reporting purposes. This feature is designed to monitor whether activities associated with the item type are completed within the expected timeframes, aiding in efficiency tracking and quality control.

  1. Add Activity Type Button:
      • Opens the Add Activity Type Form, where the user can:

     

    • Select Activity Type: Choose an activity type from the predefined list.
    • Define Min. Touch Time: Enter the minimum expected time (in minutes) for completing the activity.
    • Define Max. Touch Time: Enter the maximum expected time (in minutes) for completing the activity.
    • Update Job Item Based on Timekeeping Logs:
      • If checked, the system automatically assigns the time spent on a Job Order (JO) with the same activity type to this item type.
      • This is used to correlate logged activities with the item type for accurate reporting.
Use Case Example
  • Scenario:
    • An item type, such as “Ring” is associated with the activity type “Polishing.”
    • Defined Min. Touch Time: 5 minutes.
    • Defined Max. Touch Time: 10 minutes.
  • Workflow:
    • When this item type is added to a Job Order (JO) and an activity log is created for “Polishing,” the system tracks the time spent.
    • In the Activity Report, you can see whether the activity for this item type was completed:
      • Within Range: Between 5 and 10 minutes.
      • Below Range: Less than 5 minutes, indicating potential underperformance.
      • Above Range: More than 10 minutes, indicating inefficiencies.
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